Part-Time Remote/Hybrid Construction Office Admin

Part-Time Remote/Hybrid Temporary to Perm Office Assistant Needed (Construction Admin)

Schedule:

-Monday–Thursday, 9am–3pm (24 hrs/week) remote & hybrid in-person as needed

-Occasional 1–2 hours remote on Fridays as needed

Pay:

Starting at $24/hour, with clear opportunity for growth based on performance, reliability, and demonstrated ability to independently manage responsibilities.

About Us:

We are a small, family-run construction business seeking a reliable, highly organized Office Assistant to help manage day-to-day operations, vendor and client communication, and project coordination.

This role is part-time with a mix of remote work and occasional in-person support. We are looking for someone who can take ownership, has exceptional customer service skills with professional phone etiquette and support experience, ability to multitask confidently while maintaining attention to detail, stay ahead of tasks, and ensure nothing falls through the cracks.

Key Responsibilities:

Project Coordination & Scheduling:

-Coordinate portable toilets and temporary fencing orders (confirm project, timing, fencing type, square footage)

-Manage jobsite signage needs (city requirements, placement, hours)

Submit and track:

-Dig Alert requests

-Permit requests

-Inspection scheduling (online or phone)

-Assist with scheduling and confirming deliveries, subcontractors, and site access

Accounting & Invoicing (QuickBooks Online):

-Create and send progress invoices and change order invoices (DocuSign or Adobe Sign as needed)

-Track receivables manually and follow up weekly (maintain client-sensitive communication)

Manage material reimbursement invoicing:

-Organize receipts by jobsite

-Review receipts and submit to client with backup documentation via QuickBooks

-Match payments to invoices and maintain accurate records

Administrative & Compliance:

-Organize digital and physical files (contracts, permits, receipts)

-Prepare contract amendments as needed

-Request and track Certificates of Insurance (COIs)

-File Preliminary Lien Notices with appropriate city/county offices as required

-Maintain clear logs of communications (clients, inspectors, city, insurance, etc.)

Payroll, Insurance & Financial Tracking:

-Assist with payroll prep and subcontractor records (W-9s, COIs)

-Coordinate with management on account transfers (i.e., Work Comp, etc.) -Prepare monthly Work Comp reports for review prior to submission/payment -Track recurring and miscellaneous expenses (i.e., subscriptions, tolls, etc.)

General Admin Support:

-Email and client follow-ups

-Scheduling deliveries, meetings, and inspections in shared calendar

-Spreadsheet tracking (Excel/Google Sheets)

-Assist in improving systems and workflow efficiency

-Monitor timelines and flag anything approaching deadlines (i.e., inspections, invoices, permits, compliance items)

Working Style & Expectations:

-This role supports a fast-paced construction environment where priorities can shift quickly

-Strong attention to detail and follow-through is critical

-Ability to organize, prioritize, and batch questions efficiently

-Proactive in identifying missing information and following up appropriately

-Comfortable working independently and managing multiple moving parts

-Must be comfortable handling confidential business and financial information with discretion

Additional Flexibility:

-Occasional availability for 1–2 hours on Fridays (remote) to handle time-sensitive items such as inspections, invoicing, scheduling, or urgent coordination

-Ability to maintain continuity between workdays so tasks progress smoothly without delays

Physical & Role Requirements:

-Must be able to lift and move file boxes up to 50 lbs as needed

-Comfortable assisting with organizing, transporting, and relocating files and materials between home office, garage, and occasional local storage locations

-Must have a valid driver’s license and reliable transportation for occasional local errands or document transport

-Must have a reliable cell phone, computer/laptop, and internet connection to support remote work as needed

-Comfortable working in a home-based business environment with occasional in-person support

-Must be legally authorized to work in the U.S. and able to be hired as a W-2 employee

-Must be a proactive problem solver with the ability to think ahead and take initiative without constant direction

Ideal Candidate:

-Experience with QuickBooks Online required

-Construction admin experience strongly preferred

-Highly organized with strong follow-through

-Proactive, communicative, and solution-oriented

-Trustworthy and able to handle sensitive business information

To Apply:

-Please send a brief intro, relevant experience, and availability.

-Include the word “READY” in your response so we know you read the full post.

Job Type: Part-time

Pay: From $24.00 per hour

Expected hours: 24 per week

Education:

• High school or equivalent (Preferred)

Experience:

• Office and Customer service: 5 years (Preferred)
• Quickbooks, MS Word, MS Excel/Google Sheets: 5 years (Required)

Language:

• English (Required)

Ability to Commute:

• Lomita, CA 90717 (Required)

Work Location: Hybrid remote in Lomita, CA 90717