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Robert Half Logo Robert Half · Office Administration

Administrative Assistant

United States, La Jolla · Job Posted May 30, 2026
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Job Description

Our client, a growing and fast-paced construction company, is seeking a highly organized and detail-oriented Administrative Assistant to join their team on a contract-to-hire basis. This position plays a critical role in supporting daily operations, coordinating schedules, managing high-volume data entry, and serving as a key point of contact for both internal teams and external partners. The ideal candidate is proactive, adaptable, and thrives in a dynamic environment where priorities can shift quickly. This individual must be comfortable interacting with a variety of personalities, including field personnel, vendors, subcontractors, and leadership teams, while maintaining professionalism and exceptional customer service.

Job Responsibility

  • Provide comprehensive administrative support to project managers, operations teams, and company leadership
  • Manage incoming calls, emails, and correspondence, ensuring timely responses and appropriate follow-up
  • Prepare, organize, and maintain project documentation, contracts, reports, and company records
  • Assist with onboarding paperwork, vendor documentation, and project-related administrative tasks
  • Maintain accurate filing systems, both electronic and physical
  • Perform high-volume data entry with a strong emphasis on accuracy and efficiency
  • Update and maintain databases, spreadsheets, project tracking logs, and internal systems
  • Review documents for completeness and accuracy before processing
  • Generate reports and assist with record audits as needed
  • Ensure information is entered correctly and deadlines are consistently met
  • Coordinate calendars, meetings, project schedules, and appointments
  • Assist with scheduling field personnel, subcontractors, inspections, and vendor appointments
  • Communicate schedule changes and project updates to appropriate stakeholders
  • Track deadlines and follow up on outstanding tasks to ensure projects remain on schedule
  • Serve as a professional point of contact for clients, vendors, subcontractors, and internal team members
  • Build positive working relationships while effectively managing challenging conversations and competing priorities
  • Handle inquiries, concerns, and requests with professionalism and discretion
  • Support collaboration between office staff and field teams
  • Assist with office organization and daily operational needs
  • Order and maintain office supplies and materials
  • Support special projects and additional administrative duties as assigned
  • Contribute to a positive, team-oriented work environment

Requirements

  • Minimum of 3 years of administrative support experience
  • Proven experience with high-volume data entry and document management
  • Experience coordinating schedules, appointments, and multiple priorities simultaneously
  • Strong customer service and interpersonal communication skills
  • Experience working with a variety of personalities in a fast-paced environment

Nice to have

  • Administrative experience within construction, engineering, manufacturing, property management, logistics, or a similar industry
  • Exposure to project-based environments with multiple stakeholders and deadlines
  • Experience supporting operations, project managers, or field personnel

What we offer

  • medical
  • vision
  • dental
  • life and disability insurance
  • 401(k) plan
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