Project Administrative Assistant

Robert Half • Vacaville, CA • 22h ago

Description

Position Summary

The Project Administrative Assistant provides day-to-day administrative support to construction project teams, ensuring projects run smoothly, documentation is accurate, and timelines are supported. This role is critical to maintaining organization, communication, and compliance across multiple construction projects.

Key Responsibilities

Provide administrative support to Project Managers, Superintendents, and project teams

Prepare, manage, and track project documentation including contracts, subcontracts, RFIs, submittals, change orders, and meeting minutes

Maintain project files (digital and hard copy) in accordance with company and compliance standards

Coordinate project meetings, site visits, and inspections; prepare agendas and distribute notes

Track project schedules, logs, and deliverables to support on-time execution

Assist with bid packages, vendor communication, and subcontractor documentation

Process invoices, purchase orders, lien waivers, insurance certificates, and timecards

Support compliance with safety, licensing, insurance, and regulatory requirements

Act as a communication hub between internal teams, vendors, subcontractors, and clients

General office and project support as needed, including reporting and data entry

Requirements

Qualifications

2+ years of administrative experience, preferably in construction, engineering, or real estate development

Strong understanding of construction terminology, documents, and workflows preferred

Proficiency in Microsoft Office (Word, Excel, Outlook); experience with construction software (Procore, Bluebeam, PlanGrid, or similar) a plus

Exceptional organizational skills with strong attention to detail

Ability to manage multiple priorities in a fast-paced, deadline-driven environment

Strong written and verbal communication skills

Professional, dependable, and collaborative work style

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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