project administrative assistant

Visalia Ceramic Tile, Inc.

The primary responsibility of the Administrative Assistant will be to assist their assigned department in the administrative process and completion of installation projects. This position provides support thru administrative tasks such as project document downloading, data entry, document filing, review of project requirements and documents including contract administration, submission of documents to project partners, accurate record keeping, billing, and historical documentation.Duties and Responsibilities: Commercial DepartmentPre-Bid Document Preparationi. Retrieve, Download and File Project Information for Bid_ ii. _Review &amp; prepare information required for the project &amp; accurately communicate information through documentation to Estimatorsiii. Prepare Bid Documents for EstimatorsContractsi. Scope of Work Reviewii. Review Plans, Specs and Addendaiii. Work Closely with Contract Administrator and General Contractor to resolve any possible issuesProject Documentationi. Review, Prepare, Submit, File any necessary documents in relation to contracted projects.Billingi. Review &amp; Confirm project progress, Prepare &amp; Submit Accurate Billings per contract requirements.Other Duties as Assigned including but not limited to:i. Provides on-going assistance with data entry, document maintenance, filing, copying, and documentation to all commercial department team members.ii. Utilize software management tools to maintain all project documentation.Knowledge and Skills Required:1. Use of Windows based platforms and applications2. Organization skills3. Detail OrientedJob Type: Full-timePay: $18.00 - $23.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Administrative Assistant

PulseMediaNL

<div>
 PulseMediaNL is seeking a detail-oriented and proactive Project Assistant (Remote) to join our remote team. This role is essential in supporting project coordination, tracking progress, and helping teams stay organized and efficient across multiple initiatives while working in a fully remote environment.
 
 
 
 Responsibilities
 
 
 
 
 Project Coordination &amp; Support
 
 
 
 <ul>
 <li>
 Assist in planning, organizing, and tracking project activities and timelines
 </li>
 <li>
 Coordinate meetings, prepare agendas, and document key takeaways
 </li>
 <li>
 Support project managers with daily administrative and operational tasks
 </li>
 <li>
 Help ensure deadlines and deliverables are met across teams
 
 
 </li>
 </ul>
 
 ﻿Communication &amp; Collaboration
 
 
 
 <ul>
 <li>
 Serve as a point of contact between team members and departments
 </li>
 <li>
 Facilitate clear and consistent communication across project stakeholders
 </li>
 <li>
 Provide updates on project progress and flag potential risks or delays
 </li>
 <li>
 Collaborate with cross-functional teams to support project execution
 
 
 </li>
 </ul>
 
 ﻿Documentation &amp; Reporting
 
 
 
 <ul>
 <li>
 Maintain accurate project documentation, schedules, and records
 </li>
 <li>
 Track project milestones, tasks, and resource allocation
 </li>
 <li>
 Prepare reports, presentations, and status updates as needed
 </li>
 <li>
 Ensure all project files and data are organized and up to date
 
 
 </li>
 </ul>
 
 ﻿Process Improvement &amp; Administrative Support
 
 
 
 <ul>
 <li>
 Assist in improving project workflows and internal processes
 </li>
 <li>
 Support onboarding and coordination for new project initiatives
 </li>
 <li>
 Manage tools and systems used for project tracking and communication
 </li>
 <li>
 Follow established procedures and contribute to operational efficiency
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 
 About the Ideal Candidate
 
 
 
 1&ndash;2 years of experience in project support, administration, or a similar role
 
 
 Strong organizational and time-management skills
 
 
 Excellent communication and interpersonal abilities
 
 
 Ability to multitask and prioritize effectively in a fast-paced environment
 
 
 Detail-oriented with strong problem-solving skills
 
 
 Proactive mindset with the ability to work independently
 
 
 Comfortable working in a fully remote environment
 
 
 Familiarity with project management tools such as Asana, Trello, or similar platforms is a plus
 
 
 Basic proficiency in Microsoft Office Suite or similar tools
 
 
 High school diploma or equivalent required; additional education is a plus
 
 
 
 ﻿What We Offer
 
 
 
 Meaningful contribution through involvement in diverse projects and operations
 
 
 Remote-first flexibility to support work-life balance
 
 
 Opportunities for professional growth and skill development
 
 
 Collaborative and supportive team environment
 
 
 
 Competitive Compensation Aligned With Experience
 
 
 
 Long-term stability within a growing and project-driven organization
 
 
 
 ﻿Diversity &amp; Inclusion
 
 
 
 We are committed to fostering a diverse, equitable, and inclusive workplace where everyone feels valued, respected, and empowered to contribute. All qualified applicants are encouraged to apply.
</div>

Project Assistant (Remote)

Family Home Improvement

About the RoleFamily Home Improvement, LLC is a fast-moving residential real estate investment and construction company based in Louisville, KY. Our core business involves single-family fix-and-flip renovations, new residential construction, and rental property management. As we scale toward an aggressive deal volume target, we are looking for a sharp, detail-oriented Administrative Assistant / Assistant Project Manager to serve as a cornerstone of our operations.This is a hybrid, dual-function role. On the accounting side, you will own the financial backbone of the business &mdash; reconciling accounts, tracking project budgets, and keeping every deal on budget from acquisition through close. On the project management side, you will provide hands-on field support for active renovation and new construction projects, including material procurement, contractor coordination, and site visits.The ideal candidate is highly organized, comfortable switching between a spreadsheet and a job site, and thrives in a fast-paced environment where no two days look the same.Accounting &amp; Financial Responsibilities<ul><li>Reconcile all company accounts, including project-level and entity-level books, using QuickBooks</li><li>Track individual project budgets for fix-and-flip, new construction, and rental properties against actuals</li><li>Flag budget variances and communicate proactively with ownership to prevent cost overruns</li><li>Manage accounts payable and receivable, including contractor invoices, supplier payments, and draw requests</li><li>Maintain accurate records for hard money loan draws, interest tracking, and payoff schedules</li><li>Assist in preparing financial summaries, deal-level P&amp;L reports, and month-end close packages</li><li>Support tax preparation by organizing documentation and coordinating with the company's CPA or bookkeeper</li><li>Maintain organized digital filing systems for all financial records, contracts, and closing documents</li><li>Assist in tracking acquisition pipeline, assignment fees, and wholesale deal documentation</li></ul>Project Management &amp; Field Responsibilities<ul><li>Assist in oversight and day-to-day coordination of active residential remodeling and new construction projects</li><li>Conduct regular site visits and progress check-ins, documenting status and reporting to ownership</li><li>Source, price, and procure materials for active projects, leveraging supplier relationships to control costs</li><li>Coordinate contractor scheduling, scope confirmations, and work-order issuance</li><li>Assist in vetting and onboarding subcontractors and trade vendors as needed</li><li>Maintain project schedules and flag delays, scope creep, or resource conflicts to ownership</li><li>Obtain and track permits, inspections, and municipal compliance items across active projects</li><li>Communicate with contractors, suppliers, and vendors professionally on behalf of the company</li><li>Support punch-list development and closeout documentation for completed projects</li></ul>Qualifications<ul><li>Some experience in accounting, bookkeeping, or financial administration &mdash; required</li><li>Proficiency in QuickBooks (Desktop or Online) and Microsoft Excel &mdash; required</li><li>Experience in real estate, construction, or property management &mdash; strongly preferred</li><li>Familiarity with residential renovation and new construction processes, timelines, and terminology</li><li>Ability to read and understand construction scopes of work, draw schedules, and contractor proposals</li><li>Strong organizational and multitasking skills with a high attention to detail</li><li>Excellent written and verbal communication skills</li><li>Comfortable working independently and making judgment calls in a fast-paced environment</li><li>Bilingual (English/Spanish) is a bonus, though not required</li><li>Valid driver&rsquo;s license and reliable personal vehicle &mdash; required (mileage reimbursement provided)</li><li>Ability to conduct site visits to properties throughout the Louisville, KY metro area</li></ul>Compensation &amp; ScheduleCompensation: $40,000 &ndash; $50,000 base salary, commensurate with experience + performance bonusSchedule: Full-time, hybrid (mix of remote administrative work and in-field site visits)Location: Louisville, KY and surrounding marketsHow to ApplyInterested candidates should submit a resume and a brief cover letter outlining relevant experience to Family Home Improvement, LLC. In your cover letter, please describe a specific project or accounting challenge you helped manage and the outcome.Family Home Improvement, LLC is an equal opportunity employer.Pay: $17.00 - $25.00 per hourBenefits:<ul><li>Flexible schedule</li></ul>Work Location: In person

Administrative Assistant/Assistant Project Manager

VW International, Inc

<div>Administrative Assistant (VA LPTA) 
 
What We Do 
We empower our defense and law enforcement customers to focus on their primary mission by removing friction points and setting them up for long-term success. VWI provides facilities and infrastructure management; our specific services include housing management, custodial services, facilities management, operations &amp; maintenance, and various professional services. By providing strategic, responsive, and mission-driven solutions, we forge long-term partnerships with our customers, vendors, and team members. We invite you to join our team, providing essential services for those who serve our country. 
 
Please note that this position is in support of a contract for which we are bidding. Any offer of employment shall be contingent upon contract award. 
 
What You&rsquo;ll Do 
Under the responsibility of the Chief of Projects &amp; Construction Management or the Chief of Planning, Major Projects and Activations and Program Management, the Administrative Assistant will perform administrative functions that may include human resources, administration, management, budgetary financial and program analysis, office support services, document control, procurement and logistics, contract management, and a variety of other related administrative matters in support of the Projects &amp; Construction Management Section or Planning and Program Management Major Projects and Activations.
<ul><li>Perform budget management duties for the Projects and Construction Section or Planning and Program Management Major Projects and Activations Section, including the maintenance of the budget spreadsheet and reviewing pay applications for multi-year contracts.</li>
<li>Conduct general administration for Projects and Construction Section, or Major Projects and Activations Planning and Program Management Section, including gathering information for monthly KPIs.</li>
<li>Track all IDSRs that require purchasing team.</li>
<li>Initiate communication with vendors to request quotes for product and will have designer review before submitting LEAF 2237.</li>
<li>Responsible for records management, especially in relation to procurement. Maintain and update all folders containing purchasing and contracting information (both digital and physical).</li>
<li>Track receipt of order (furniture receiving reports) for all items procured by interior design team, which can include credit card orders and solicitation packages.</li>
<li>Maintain appropriate procurement and voucher documentation for six (6) years and three (3) months, in compliance with VA Manual MP-4, Part X, Item No. 5-1c.</li>
<li>Generate &amp; create solicitation (procurement) packages, as well as submit LEAF requests (2237s) for procurement of orders.</li>
<li>Check that all required documents are complete, named and dated correctly, so that the designer can submit the package to FORCE.
</li><li>After project award, coordinate with move coordinator and vendor for product delivery (to include designer if specific to a project activation).</li>
<li>Development of the Project Management Plan &amp; Team Charter for the Projects &amp; Construction Management Section or Major Projects and Activations Planning and Program Management Section.</li>
</ul>
 
What You&rsquo;ll Have 
Required Qualifications:
<ul><li>Preferred education of bachelor&rsquo;s degree or higher.</li>
<li>Minimum 2-3 years of work experience in administrative environment. Project Management and Interior Design knowledge is beneficial but not required.</li>
<li>Must possess computer skills: Microsoft Word, Excel, Outlook (email), Adobe Acrobat DC. Experience with Microsoft Teams is beneficial but not required.</li>
<li>Must safeguard confidential information (both printed and electronic); Must comply with VA privacy act laws, federal regulations, VA statutes and police, and VHA policy.</li>
<li>Must be able to communicate effectively both in writing and verbally.</li>
<li>Candidates must be able to obtain and maintain a U.S. Government security clearance.</li>
<li>Qualified candidates shall have received an annual seasonal influenza vaccination, or obtain an exemption for medical or religious reasons, prior to start of work.</li>
</ul>
 
What We Offer 
At VWI, our people are our greatest strength. Our respect for the skills and expertise of our employees drives every decision we make. We strive to uphold our values of respect, dignity, teamwork, and transparency in the benefits and compensation we offer to our employees.
<ul><li>Medical, dental, and vision insurance, covered by employer-funded Health &amp; Welfare contributions, as per SCA regulations.</li>
<li>Paid Time Off and Vacation Days</li>
<li>Opportunities for bonuses and compensation increase over and above guaranteed SCA wages.</li>
<li>Opportunities for promotion to supervisor and management positions</li>
<li>Leadership and development opportunities
</li></ul> 
VWI is an Equal Opportunity Employer</div>

Administrative Assistant (VA LPTA)

Mullins Mechanical

<div>Preconstruction Administrative Assistant

 The Preconstruction Administrative Assistant (PCAA) provides administrative and documentation support to the Preconstruction Department as a whole, rather than being assigned to a single project. This role supports estimating, budgeting, proposal development, bid coordination, and internal preconstruction processes across multiple pursuits. Our projects are often in industrial and manufacturing environments, such as manufacturing facilities, automotive plants, chemical plants, distribution centers, warehouses, and other large commercial facilities. We are a self-performing specialty contractor specializing in design-build applications, HVAC systems, plumbing, process piping systems, boiler and chiller systems, equipment installation and rigging, plant relocation and maintenance, and metal fabrication.

The PCAA is vital to the successful achievement of Mullins Mechanical &amp; Welding's mission, vision, and strategic initiatives. This job description is intended to be a general overview of the primary responsibilities of this position. It is not intended to be all-encompassing, and the employee may be required to perform other duties and responsibilities as needed to meet the ongoing needs of the organization.

Responsibilities:
<ul>
<li>Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership.</li>
<li>Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents.</li>
<li>Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents.</li>
<li>Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects.</li>
<li>Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation.</li>
<li>Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems.</li>
<li>Maintain preconstruction filing systems in accordance with company standards.</li>
<li>Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation.</li>
<li>Prepare meeting materials, agendas, and notes for preconstruction meetings as needed.</li>
<li>Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting.</li>
<li>Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination.</li>
<li>Ability to work remotely and manage work load in an independent environment.</li>
</ul>
Qualifications:
<ul>
<li>Excellent organizational, documentation, and time-management skills with the ability to manage multiple priorities.</li>
<li>Strong written and verbal communication skills to interface with internal teams, vendors, subcontractors, and clients.</li>
<li>Proficiency in Microsoft Office applications; familiarity with construction software such as estimating platforms, Procore, and Bluebeam is a plus.</li>
<li>Strong attention to detail and problem-solving skills.</li>
<li>Ability to work in a fast-paced, deadline-driven preconstruction environment.</li>
</ul><div>
Join Us 
Mullins Mechanical ranked #243 on the 2024 ENR Top Specialty Contractors list, #48 in the Nation and #5 in the Southeast among Firms in Mechanical. We're proud to be one of the fastest growing privately held companies in America. We're a self-performing specialty contractor specializing in design-build applications, HVAC systems, plumbing, process piping systems, boiler and chiller systems, equipment installation and rigging, plant relocation and maintenance, fire protection, and metal fabrication. Our projects are often in industrial and heavy commercial environments such as manufacturing facilities, automotive plants, chemical plants, distribution centers, warehouses, data centers, and other large facilities.</div></div>

Administrative Assistant - Pre-Construction (Remote)

Planate Management Group

<div>Planate Management Group (PMG) is a Service-Disabled Veteran-Owned Small Business (SDVOSB) headquartered in Alexandria, Virginia, and Orlando, Florida USA with a technical support center in South East Asia and East Africa, that provides program management and facilities engineering services worldwide. Planate is a small business provider of planning, design, infrastructure management, technical consulting, engineering, and construction management services in support of the US Department of Defense (DOD) and its Service (Army, Air Force, Navy, Marine Corps) missions, along with other US federal agencies, all over the world.

We are looking for an Administrative Assistant to support The Long Beach Veterans Affairs Healthcare System (LBVAHCS). In this role, you will work with the Engineering Service, Projects &amp; Construction Section or Planning, Major Projects and Activations. You will perform administrative functions that may include human resources, administration, management, budgetary financial and program analysis, office support services, document control, procurement and logistics, contract management, and a variety of other related administrative matters in support of the Projects &amp; Construction Management Section or Planning and Program Management Major Projects and Activations.

This is contingent upon the award of the contract. Project duration is expected to be one base year plus three option years.

Key Responsibilities:
<ul>
<li>Manage and maintain budget spreadsheets; review pay applications for multi-year contracts</li>
<li>Provide administrative support, including tracking KPIs and supporting project reporting</li>
<li>Monitor IDSRs and coordinate with the purchasing team</li>
<li>Communicate with vendors to obtain quotes and assist with procurement processes</li>
<li>Prepare and submit procurement documents, including solicitation packages and LEAF 2237 requests</li>
<li>Maintain accurate procurement and contract records (digital and physical) in compliance with regulations</li>
<li>Track orders and coordinate delivery with vendors and project teams</li>
<li>Assist in developing project management plans and team charters</li>
<li>Complete required project management training and perform other administrative duties as assigned</li>
</ul>
Qualifications to be successful in the role:
<ul>
<li>Bachelor&rsquo;s degree or equivalent in administration or a directly related field.</li>
<li>Minimum 2 years of work experience in administrative environment.</li>
<li>Must possess computer skills: Microsoft Word, Excel, Outlook (email), Adobe Acrobat DC. Experience with Microsoft Teams is beneficial but not required.</li>
<li>Strong communication skills both written and verbal.</li>
<li>Must possess a valid driver&rsquo;s license.</li>
</ul>
Why Planate?

Planate Management Group is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Joining the Planate team opens you to an experience working for a Global company where you are among a team that is considered a premier trusted partner for planning, design, engineering, asset management, and professional service solutions anytime, anywhere. We Take Care of Our Own; Personally, and Profession.

Full-time employees enjoy the following benefits:
<ul>
<li>Medical insurance/Dental/Vision Insurance</li>
<li>401K plan eligibility upon hire</li>
<li>Health and Savings Account plan</li>
<li>Life/AD&amp;D Insurance Coverage</li>
<li>Short-Term Disability Insurance Coverage</li>
<li>Paid Holidays</li>
<li>Paid Time Off</li>
<li>Wellness Offering</li>
<li>Training and Development</li>
<li>License/Certification support</li>
<li>Recognition and Rewards program</li>
<li>Travel Insurance</li>
</ul>
We&rsquo;d love for you to be a part of our Global workforce, helping us serve as an effective and integrated partner to advance every client's mission!</div>

Administrative Assistant (Long Beach, CA)

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Administrative Assistant

Project Assistant (Remote)

Administrative Assistant/Assistant Project Manager

Administrative Assistant (VA LPTA)

Administrative Assistant - Pre-Construction (Remote)

Administrative Assistant (Long Beach, CA)

Administrative Assistant (Long Beach, CA)