Construction Administrative Assistant
About The Position
The VFS Fire & Security (VFS) Orange, CA branch is seeking a detail-driven Construction Administrative Assistant to support our Fire/Life Safety construction projects with a strong focus on project billing, document control, and compliance tracking. This role is responsible for maintaining accurate project data across multiple systems, managing billing-related documentation, tracking change orders and purchase orders, and ensuring all required compliance documents are current and properly filed. This position is fully on-site and plays a critical role in keeping projects organized, auditable, and compliant with customer, contractual, and regulatory requirements.
Requirements
- High School Diploma or GED
- 2+ years of construction administrative or project support experience, preferably in a trade environment (fire alarm, fire sprinkler, electrical, or similar)
- Experience with pre-qualifications, contracts, project billing, prevailing wage/certified payroll and change order tracking.
- High level of accuracy and attention to detail, especially with compliance-driven documentation and strong organizational skills: able to manage multiple priorities and follow up to closure (logs, approvals, missing docs).
- Proficiency in CRM systems (Q360 preferred) and Microsoft Office Suite; comfort learning project platforms (often Procore/Textura or similar).
- Ability to work independently while collaborating effectively with cross-functional teams.
- Proficient in the use of computers and mobile devices
- Professional written and verbal communication; able to coordinate with PMs, subcontractors, and vendors.
- Ability to work 100% on-site as scheduled with regular, reliable attendance, with or without reasonable accommodation.
Responsibilities
- Support project billing by preparing and tracking billing packages, progress billings, backup documentation, lien releases.
- Create, track, and maintain purchase orders; monitor revisions and ensure alignment with approved scope and costs
- Track and log change orders, including status, approvals, and impacts to billing and project records
- Maintain project data entry and tracking across internal systems and project management platforms (e.g., job setup, cost codes, document uploads)
- Manage and maintain project compliance documentation, including subcontractor prequalification’s, insurance certificates, and any required forms.
- Ensure all project documentation is current, complete, and audit-ready, supporting internal and customer compliance requirements
- Coordinate documentation with Project Managers, accounting, field teams, and customers
- Assist with document control for contracts, drawings, specifications, permits, inspection records, and closeout packages
- Support general administrative functions as needed
Benefits
- Paid vacation and sick time
- Company Paid Holidays
- Additional paid time off for life events (e.g., jury duty, bereavement)
- Competitive compensation
- 401(k) retirement plan with competitive company match
- Medical, Dental, and Vision insurance
- Company-paid life and short-term disability insurance
- Supplemental Long-term Disability and Life Insurance Packages
- Legal Insurance
- Pet Insurance
- Career Advancement Opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
