Administrative Assistant - On-Site

Robert Half • Santa Clara, CA • 4d ago

Description We are looking for a highly organized and proactive Administrative Assistant to join our team on-site in Santa Clara, California. In this contract-to-permanent role, you will play a key part in supporting project management and field teams, ensuring smooth operations and efficient communication across various functions. This position offers an excellent opportunity to contribute to impactful projects in a collaborative environment.

Responsibilities:

Perform a wide range of administrative tasks, including filing, typing, scanning, copying, and scheduling travel arrangements for senior staff.

Assist in the creation and submission of project proposals and bids to support key business initiatives.

Organize and manage project documentation throughout its lifecycle, including approvals, tracking milestones, and preparing closeout materials such as warranty letters and manuals.

Coordinate and oversee insurance certificates and bonds, including bid, payment, and performance bonds.

Process contracts and change orders efficiently, ensuring proper approvals and timely communication with accounting.

Maintain accurate reconciliation of the Potential Change Order log within ProjectSight, aligning with accounting systems.

Support special projects and assist in organizing team meetings and events, such as job-site lunches or office breakfasts.

Manage the copying, scanning, and ordering of project drawings as requested.

Collaborate with teams to ensure all administrative needs are met, fostering a productive work environment. Requirements

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and Bluebeam.

At least 3 years of experience as an administrative assistant, preferably in the construction industry.

Strong organizational skills with the ability to prioritize tasks effectively.

Excellent verbal and written communication skills to interact with diverse stakeholders.

Demonstrated ability to manage processes and analyze data efficiently.

Problem-solving skills and a proactive approach to addressing challenges.

High level of professionalism and integrity in all interactions.

A high school diploma or equivalent education is required.

TalentMatch®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use (https://www.roberthalf.com/us/en/terms) and Privacy Notice (https://www.roberthalf.com/us/en/privacy) .

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