Additional Requirements

• This is a full-time, hybrid remote/in-office position based in Santa Ana, CA
• Must be able to sit for extended periods, occasionally bend or reach overhead, and lift up to 10 lbs.
• Valid driver’s license and current automobile insurance.
• Must have access to a personal vehicle for occasional errands or deliverie

We’re seeking a reliable, experienced Administrative Assistant to work full-time based out of our Santa Ana office. This role is ideal for someone who has worked in an administrative support or office coordinator role and is ready to take on a position with more ownership and variety.
This role supports our team by keeping project files organized, managing vendor paperwork, preparing and submitting invoices, and assisting with collections and accounts receivable to help keep projects and finances running smoothly.

Essential Duties & Responsibilities

• Maintain and organize electronic files and project data
• Manage document filing via online platforms and systems
• Assist with inputting unit pricing expenses, creating and sending vendor purchase orders, & vendor invoice review
• Compile invoice supporting documentation, and create and send project invoices or upload to client supplier portals
• Assist with collections and accounts receivable activities, including tracking outstanding invoices and following up with clients on payment status
• Coordinate information between internal departments and external partners
• Compile large sets of data into clear formats and actionable reports
• Balance multiple administrative tasks in a fast-paced environment
• Contribute as a dependable team member while also working independently
• Take on additional duties as needed to support smooth operations

What You Bring

• At least 2 years of previous experience working in professional office environment.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel)
• Clear, professional written and verbal communication skills
• Proven ability to manage priorities and meet deadlines under pressure
• Excellent organizational skills and attention to detail
• Comfortable working with data, reports, and intermediate computer tasks
• Fast, accurate typing skills

Additional Requirements

• This is a full-time, hybrid remote/in-office position based in Santa Ana, CA
• Must be able to sit for extended periods, occasionally bend or reach overhead, and lift up to 10 lbs.
• Valid driver’s license and current automobile insurance.
• Must have access to a personal vehicle for occasional errands or deliveries