Construction Admin/Purchasing Assistant-Full time Non-exempt

Construction Admin, Scheduling & Purchasing Assistant -Bilingual Eng/Spn

Location: Covina, CA (Must live within a 30 mile radius)

We are seeking a highly organized, fast‑paced Construction Admin, Scheduling & Purchasing Assistant to support our project coordinators and office staff. This full-time position plays a key role in coordinating insurance‑driven construction projects, new builds, managing schedules, and handling purchasing responsibilities with vendors and subcontractors.

The ideal candidate is detail‑oriented, proactive, professional, and able to thrive in a high‑volume environment. Strong communication skills, leadership qualities, and the ability to follow established procedures are essential.

Responsibilities

Administrative & Scheduling Support

• Assist in answering company phone line, direct calls; manage vendor access.
• Audit insurance reconstruction/repair claims, new home builds, asbestos services, and sanitation services; organize into job folders.
• Maintain excellent notation and detailed documentation in all systems.
• Communicate with customers regarding project updates when the coordinator is unavailable.
• Maintain accurate schedules using Outlook; send calendar invites and text confirmations.
• Assemble job folders for newly awarded projects.
• Reproduce construction documents as needed.

Purchasing & Vendor/Subcontractor Coordination

• Act as a Purchasing Agent for materials, equipment, and specialty services.
• Obtain quotes, compare pricing, and place purchase orders with approved vendors.
• Coordinate with subcontractors regarding availability, scheduling, and required documentation.
• Maintain positive working relationships with vendors, subcontractors, and city officials.
• Request and track Certificates of Insurance from subcontractors and business partners.
• Monitor delivery timelines and resolve order discrepancies.
• Ensure purchasing activities align with project budgets and insurance program requirements.

Compliance, Logistics & Support

• Perform data entry for awarded jobs and internal tracking sheets.
• Handle sensitive information with discretion.
• Order equipment as requested.
• Provide general office support as needed.

Knowledge, Skills & Experience

Minimum Education

• High school diploma or GED required.

Minimum Experience

• 1–2 years of construction administrative experience required.
• Knowledge of general construction materials.
• Purchasing experience with vendors and subcontractors strongly preferred.

Required Skills

• Dependable, punctual, and able to work in a fast‑paced environment.
• Strong computer literacy; proficient in Microsoft Excel and Word & Outlook.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize, and meet deadlines.
• Professional phone and email etiquette.
• Ability to read and interpret complex documents including job scopes/estimates.
• Ability to respond effectively to sensitive inquiries or complaints.
• Sales experience is a plus as some negotiation with subs and vendors is required.
• Ability to use Microsoft Excel & Word and create workbooks/worksheets/tables/formulas and compile a letter.
• Must live within a 30‑mile radius of Covina, CA.
• Bilingual English/Spanish strongly preferred.

Physical & Work Environment Requirements

• Ability to sit for extended periods and work at a computer for up to eight hours.
• Ability to walk up to 100 yards and lift up to 15 lbs.
• Standard office environment with moderate noise.

If you are an enthusiastic, detail‑driven individual who thrives in a construction administrative role and enjoys supporting a collaborative team, we encourage you to apply!

Pay: $22.00 - $24.00 per hour

Benefits:

• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Purchasing: 1 year (Preferred)
• Administrative support: 1 year (Required)

Ability to Commute:

• Covina, CA 91724 (Required)

Work Location: In person