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Administrative Assistant

Job Summary

The Contracts Administrator executes, interprets, and delivers all aspects of contract requirements necessary to carry out successful completion of customer requirements per Project Manager and General Manager direction. This position is also responsible for assisting with other administrative duties of the construction management function including payroll, accounting, purchasing, compliance reporting, estimating support, special projects, and any miscellaneous requirements.


  • Review contracts, draft and manage subcontracts to execution, request performance bonds, payment bonds, insurance certificates, and complete various forms and submittals
  • Job set-up tasks and complete submittal requests for projects
  • Manage insurance requirements for subcontractors/haulers on projects and our insurance to our project owners
  • Request subcontractor/vendor payments from the corporate office
  • Coordinate apprenticeship, form submissions, notifications, and document review for prevailing wage projects
  • Compile, review, and submit certified payroll reports and apprentice training forms
  • Coordination of internal material contracts, reconciliation, and posting of invoices in both the accounting and job costing programs
  • Review foreman reports and collect all necessary backup documentation for payroll, accounts payable, and accounts receivable processes
  • Accounts Payable entry and reconciliation of vendor accounts, including managing subcontract pay estimates for each project, requesting all documents required for contract payments, creating and managing purchase orders
  • Accounts Receivable billings, pay estimates, extra work, and change order processing
  • Material/quantity reporting to agencies
  • Assist management and estimators with miscellaneous projects and assignments
  • Cross-train for weekly payroll associate, InEight Hard Dollar timesheets
  • Estimating support to find bid opportunities, set up new projects bidding, request bid bonds, insurance requirement review, pre-bid advertisements, assist in bid closings, compile and submit GFE’s and any post-bid documentation; distribute bid results
  • Out of office coverage and cross-training of other administrative duties


Bachelor’s degree in Accounting, Business Administration or closely related field; equivalent combination of education and/or experience


  • Proficient in Microsoft Office Suite, specifically Word and Excel (intermediate to advanced)
  • Construction Administration experience
  • Detail-oriented and recognition of the importance of follow-up and follow-through
  • Ability to interact and work dynamically in a cohesive team
  • Strong communication skills - able to relate to a cross-section of people
  • Able to efficiently multi-task


  • Experience with the following software programs: InEight Hard Dollar, Nice Touch, SAP
  • Certified payroll/prevailing wage knowledge
  • Bilingual - Spanish


At CalPortland, we’re proud to offer a comprehensive, competitive benefits package that provides health and financial support to our most important resources: our employees.  Your benefits are an important part of your overall compensation at CalPortland. That’s why we give you a wide range of benefits to choose from.  All regular full time employees may enroll in a variety of health and welfare plans including medical, dental and vision plans.  Other benefits include life insurance, disability coverage, employee assistance program, and retirement program.  The company also has a variety of voluntary benefits for employees to choose from.

Conditions of Employment

Successful candidate must submit to post-offer pre-employment physical examination, drug/alcohol screen, and background check. Some positions require FMCSA regulated on-going drug and alcohol testing.






Administrative Assistant

Job Req ID:  1882
Job Type:  Salaried

Nearest Major Market: Santa Barbara
Nearest Secondary Market: Santa Maria

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