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Job Description Assistant Project Manager / Administrative Assistant Position Summary The Assistant Project Manager / Administrative Assistant (APM/AA) supports the planning, coordination, documentation, and administrative execution of high-end custom single-family residential construction projects in Northern California. Working under the direction of the Senior Project Manager and Office Manager, this role helps keep projects organized, current, and moving by supporting scope coordination, document control, permitting, bidding, vetting subcontractors, procurement tracking, cost control, subcontractor and consultant communication, inspections, and close-out. The ideal candidate is highly organized, detail-oriented, proactive, service-oriented, and comfortable managing multiple tasks across pre-construction, construction, and warranty phases. Reporting Relationship · Reports To: Senior Project Manager / Office Manager · Direct Reports: None · Works Closely With: Superintendents, Project Managers, accounting staff, architects, interior designers, engineers, consultants, vendors, and subcontractors. Key Responsibilities 1. Project Administration & Document Control · Maintain organized digital and hard-copy project files, including contracts, subcontracts, proposals, permits, plans, specifications, revisions, submittals, RFIs, ASIs, CCDs, meeting notes, inspection records, warranties, and close-out documents. · Set up and maintain project folder structures, contact directories, distribution lists, bid logs, procurement logs, submittal logs, change order logs, action item logs, and other tracking tools. · Help ensure current drawings, specifications, and supporting documents are issued, filed, and archived properly so the field and office teams are working from the latest information. · Prepare correspondence, transmittals, meeting agendas, meeting minutes, and status reports for internal and external project stakeholders. · Track open items and follow up with internal staff, consultants, vendors, subcontractors, and agencies to help keep decisions and approvals moving. 2. Scope, Design Coordination & Pre-Construction Support · Assist the Project Manager with review of drawings and specifications for coordination, constructability, missing information, and scope completeness. · Support owner selections, allowances, finish schedules, and decision logs for fixtures, finishes, appliances, lighting, plumbing fixtures, AV, landscape, pool/spa, and other custom-home components. · Assemble bid packages, scope summaries, and drawing sets for pricing; help solicit and collect subcontractor and vendor proposals and qualify bids. · Prepare bid tabs, scope comparison sheets, inclusions/exclusions summaries, and proposal clarification logs for Project Manager review. · Support consultant and trade partner onboarding by collecting licenses, insurance certificates, W-9s, contact information, and other compliance documentation. 3. Permitting, Utility Coordination & Compliance Support · Assist with preparation, assembly, and tracking of permit applications, agency submittals, correction responses, and approval packages for city, county, and utility agencies. · Maintain permit, plan-check, inspection, and correction logs and help ensure required documents are routed to the appropriate parties in a timely manner. · Coordinate and track documentation associated with California code compliance, including Title 24 energy documents, HERS-related records, CALGreen items, product approvals, and manufacturer installation requirements. · Support tracking of utility applications, “will serve” letters, service requests, trenching/connection coordination, and related agency correspondence. · Help organize compliance records for special inspections, engineering observations, fire sprinkler documents, and other jurisdiction-specific requirements as assigned. 4. Scheduling, Procurement & Field Coordination Support · Support development and maintenance of lookahead schedules, procurement logs, delivery schedules, and milestone trackers under the direction of the Project Manager and Superintendent. · Help coordinate long-lead items such as windows, exterior doors, custom millwork, specialty finishes, stone, appliances, lighting, and equipment so approvals, purchasing, fabrication, and deliveries stay aligned with the schedule. · Track submittals, shop drawings, samples, and pending approvals that impact procurement or field progress. · Coordinate meetings, site visits, inspections, deliveries, and owner/design team appointments as directed. · Communicate upcoming constraints, missing decisions, and pending material issues to the Project Manager and Superintendent so roadblocks can be addressed early. 5. Budget, Cost Administration & Contract Support · Assist with budget entry, cost coding, proposal organization, and maintenance of commitment logs, pending change logs, and forecasting worksheets. · Support preparation of subcontracts, purchase orders, and change order documentation using company templates and clear scope backup. · Organize vendor quotes, subcontractor proposals, backup pricing, owner selection cost impacts, and supporting documentation for Project Manager review and approval. · Track invoices, pay applications, lien releases, insurance renewals, and other subcontractor/vendor compliance items in coordination with accounting and project leadership. · Help maintain accurate records of allowances, owner upgrades, contingency usage, and potential cost exposures. 6. Client, Consultant & Team Communication · Serve as a professional and responsive point of contact for routine coordination with owners, architects, engineers, interior designers, consultants, vendors, and subcontractors, as directed by the Project Manager. · Prepare and distribute meeting invitations, agendas, minutes, action item lists, and follow-up communications. · Support Owner-Architect-Contractor (OAC) meeting administration by organizing materials, tracking decisions, and following up on open items. · Maintain professional, service-oriented communication consistent with the expectations of high-end custom residential clients and design teams. 7. Quality, Inspections, Close-Out & Warranty Support · Maintain logs for inspections, special inspections, engineering observations, correction notices, and sign-offs; help verify prerequisites and documentation are in place before scheduled inspections. · Compile field reports, photo documentation, punch lists, mockup approvals, and quality-control records to support the Project Manager and Superintendent. · Help organize attic stock, warranty information, operation and maintenance manuals, finish schedules, product data, as-builts, and owner turnover materials. · Track punch list completion, close-out deliverables, and warranty requests to support an orderly handoff to the owner and service/warranty team. Daily Responsibilities · Review project priorities, pending approvals, schedule constraints, and open action items with the Project Manager and/or Superintendent. · As assigned, update project logs, filing systems, and tracking tools based on new correspondence, submittals, RFIs, meeting notes, deliveries, inspections, and field information. · As assigned, follow up on outstanding items affecting permits, procurement, scheduling, selections, inspections, billing support, or document control. · As assigned, prepare routine correspondence, meeting materials, and status updates; organize and distribute project documentation generated that day. · As assigned, coordinate with vendors, consultants, subcontractors, and agency contacts regarding scheduled tasks, required documents, and pending responses. Weekly Responsibilities · As assigned, update procurement trackers, submittal logs, permit logs, inspection logs, change logs, and action item lists. · As assigned, assist with preparation for weekly project meetings, OAC meetings, internal production meetings, and scheduling reviews. · As assigned, review upcoming material needs, pending selections, and inspection prerequisites with the Project Manager and Superintendent. · As assigned, help reconcile invoices, proposal packages, commitment tracking, and change documentation for current project cost reporting. · As assigned, audit project files for completeness and confirm current plans, revisions, and support documents are properly stored and distributed. Monthly / Milestone Responsibilities · Support monthly progress billings and cost reporting by organizing backup documentation, invoices, approved changes, and status updates. · Assist with milestone-based planning for permitting, buyout, procurement, rough inspections, pre-drywall, finish phases, close-out, and turnover. · As assigned, review allowance status, owner decision logs, long-lead item status, and close-out readiness with project leadership. · Help assemble milestone packages, compliance binders, and turnover documentation required for inspections, substantial completion, or final project delivery. Qualifications & Experience · 2–5+ years of experience in construction administration, assistant project management, project coordination, office administration, or residential construction support; custom home or high-end residential experience preferred. · Associate’s or Bachelor’s degree in Construction Management, Engineering, Architecture, Business Administration, or related field preferred; equivalent experience considered. · Experience supporting residential construction projects in California or strong familiarity with California residential permitting and documentation processes preferred. · Working knowledge of project management platforms and standard business software, such as Buildertrend, Procore, Microsoft Office, Adobe Acrobat, and cloud-based file management systems. · Ability to read and work with architectural, structural, civil, MEP, landscape, and interior design drawings/specifications at a support and coordination level. Skills & Competencies · Exceptional organization, follow-through, and time-management skills with the ability to manage multiple projects and deadlines simultaneously. · Strong written and verbal communication skills with a polished, client-service-oriented demeanor. · High attention to detail and accuracy in file management, data entry, correspondence, logs, and compliance records. · Ability to identify missing information, inconsistencies, and pending decisions before they become project problems. · Strong administrative judgment in handling confidential financial, contractual, and client-sensitive information. · Self-starter mentality with the ability to work independently while also supporting a team-based construction environment. Licenses & Certifications (Preferred) · Valid California driver’s license and reliable transportation for occasional travel to project sites, agencies, showrooms, and vendor locations. · OSHA 10 or OSHA 30 training is beneficial but not required. · Construction administration, scheduling, bookkeeping, or software certifications are a plus but not required. Physical Requirements & Work Environment · Ability to visit and walk active construction sites periodically, including uneven terrain, stairs, ladders, and partially completed structures, while following required safety practices. · Ability to sit, stand, type, review plans/documents, and work at a computer for extended periods. · Typical work split between office and field support environments, with exposure to active construction conditions, noise, weather, and site traffic during jobsite visits. Company DescriptionWe are a local Northern CA developer / builder in contract with multiple custom home builds from Sacramento to the Bay Area. We have expertise in land development and custom home construction and are expanding our target market to include Sacramento, Tahoe-Truckee, Napa, Orinda, Oakland, San Francisco, and more. As we continue to grow, we are looking to expand our high caliber / high performing team to create win-win-win results for us, our clients, and our trade partners.We are a local Northern CA developer / builder in contract with multiple custom home builds from Sacramento to the Bay Area. We have expertise in land development and custom home construction and are expanding our target market to include Sacramento, Tahoe-Truckee, Napa, Orinda, Oakland, San Francisco, and more. As we continue to grow, we are looking to expand our high caliber / high performing team to create win-win-win results for us, our clients, and our trade partners.

Job Description Are you a Construction Accounts Receivable Rockstar?! Do you thrive in a fast paced environment?! Location: Loomis, CA Pay: $25-$30/hr DOE Schedule: 7am to 4pm Please submit your resume today for immediate consideration! Overview We are seeking a highly organized and detail-oriented Accounts Receivable Administrator to join our finance team. This pivotal role involves managing the company's accounts receivable processes, ensuring accurate billing, timely collections, and maintaining robust financial records. The successful candidate will play a key role in supporting the organization’s cash flow management, compliance with financial regulations, and overall fiscal health. This position offers an excellent opportunity for professionals with a strong background in accounting software, financial concepts, and customer service to contribute to a dynamic and growing organization. Customer Management • Ensure accurate setup of all jobs in the accounting system, including AR and job cost codes., • Verify that all required documentation is executed and filed before job setup., • Review and audit customer contracts for accuracy in pricing and terms., • Create and issue deposit invoices, • Proactively manage the collections process to keep accounts receivable within agreed payment terms., • Perform monthly reviews of outstanding accounts; notify the Controller of delinquent accounts or those approaching lien expiration and identify any accounts that should be written off for bad debt., • When we are serving as a subcontractor, determine the deadline for filing a Preliminary Notice to safeguard our lien rights under state and federal law., • Prepare and file Preliminary Notices and Mechanics Liens as required., • Notify the Accounts Payable Administrator of customer payments related to subcontractor disbursements., • Review all AR deposits and provide accurate coding and details to the Assistant Controller to ensure correct allocation., • Coordinate and lead bi-weekly Work-in-Progress (WIP) meetings with Project Managers to review open jobs and their financial status including percent complete, budget, gross profit margin, progress billing, billing and closing T&M jobs., • Monitor and maintain the aged accounts receivable report and escalate accounts exceeding 30, 60, or 90 days., • Prepare and issue all customer invoices timely and accurately, including Time & Materials (T&M), contract, unit price, and fixed price billings., • Communicate billing requirements to Estimators and Project Managers, and ensure compliance throughout the billing process., • Generate progress and final invoices using Schedule of Values (SOV) and identify any discrepancies before customer distribution., • Confirm all job-related payables, purchase orders, and labor are posted prior to billing., • Assist in the billing review for shop inventory, fees, and payroll charges to ensure billing accuracy and report any inconsistencies to the Project Manager., • Post AR transactions after all reviews and final approvals are complete., • Set up job budgets and SOVs in the accounting system to enable effective cost tracking., • General knowledge of the construction industry, • Excellent written and oral communication skills, • Strong attention to detail and process-oriented, • Ability to multi-task and manage multiple priorities, • Sense of urgency in all tasks assigned, • Highly organized, • Experienced in handling sensitive and maintaining confidential information, • Ability to work well independently and contribute effectively to team, • Passionate about problem-solving, • Comfortable with math and calculations, • Experienced with general accounting software About Capital Staffing Inc: Established in 2011, Capital Staffing, Inc is a full service SBE staffing firm, committed to providing a high level of support to all of our employees. We appreciate your choice in partnering with us for your future employment! Capital Staffing, Inc employs a wide range of highly skilled administrative/customer service, accounting/finance, industrial, healthcare, scientific, manufacturing and IT professionals across various industries. Capital Staffing, Inc provides contract, contract to hire, and direct placement recruiting services. We are proud to serve you and our local community!

Job DescriptionBenefits: • Bonus based on performance, • Employee discounts, • Free uniforms, • Local Ownership, • Quality Service, • Training and Certification, • Multi-Point Courtesy Check and Service Review, • Free Top-Off Service, • Maintenance Records, • Performing high quality mechanical repair services in accordance with industry approved standards, • Developing trusting customer relationships through honest and competent service, • Maintaining shop supply inventory and notifying the Shop Manager of reorders as needed, • Explaining SpeeDee programs, services and pricing structure in order to achieve high customer satisfaction and increased revenues, • Attending training sessions that are applicable to the career path and position requirements, • Ensuring equipment is functioning properly at all times and performing preventive equipment maintenance, • Following appropriate safety procedures and notifying the Shop Manager of safety hazards or needed equipment repairsRequirements, • Commitment to excellence at all levels of service, • Advanced automotive experience, • A.S.E. Certification in Engine Performance, Engine Repair and Brakes (preferred), • Good communication skills and upbeat personality, • Enthusiastic attitude and strong work ethic, • Clean and neat appearance Working Conditions • Materials and Equipment used: Automotive oils, fluids, and lubricants. Windshield washer fluid, battery electrolyte, • Environment: Frequent exposure to outside weather elements, noise, and vehicle exhaust fumes throughout the entire shift., • Physical Activities: Position requires good corrected vision, hearing, frequent standing, walking, climbing, stooping, crouching, handling, reaching, and lifting.Benefits/Perks, • Growth Opportunities, • Locally Owned and Operated, • Safety You can Trust, • Training and Certification Opportunities, • Competitive salary, • Excellent work environment, • Tools Provided

The Shop Assistant works in partnership with store employees to maintain product and service areas. The Shop Assistant provides excellent customer service and completes work according to company policies, procedures, and the Code of Conduct.

Fastenal - 10572 Industrial Avenue - Responsibilities: Managing and maintaining branch inventory; Receiving, picking, packaging, shipping, and cycle counting inventory; Making local deliveries with a company vehicle as necessary; Maintaining a clean and safe work environment; Performing other duties

Administrative Assistant admin experience not required. Remote Work From Home Administrative Assistant Admin - Part Time Market Research Panelists. Administrative assistant admin experience is not necessary.

Medical Front Desk Receptionist.At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities.As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation.Founde

Aviation Boulevard - Responsibilities: Load and unload freight; Inspect and select items; Assist with palletizing and repacking; Perform housekeeping and clean-up duties; Coordinate with site leadership on tasks.

Roseville Parkway - Responsibilities: Provide sincere, friendly and energetic customer service by exemplifying World-Class service standards; Achieve established sales and contest goals; Maintain knowledge of current sales and promotions; Assist customers with special services including gift wrap, g

Responsibilities: Processes member orders and collects payment; Provides high level member service; Performs cleanup; Performs department setup; Closing tasks as necessary.

Talbots - [Sales Associate / Team Member] As a Sales Associate at Talbots, you'll: Create the Customer Experience; Assist customers and support selling energy as needed to create an exceptional customer experience; Develop and maintain positive working relationships that support a productive work en

PacSun - 1151 Galleria Boulevard - Responsibilities: Delivers an engaging, positive and authentic customer experience with all customers; Focuses on full-price selling while maintaining awareness of product value and promotions; Handles customer situations in compliance with policy and procedures; C

AutoNation - 250 Automall Drive - Responsibilities: Interact with hundreds of customers online, over the phone and in person to guide their vehicle purchase; Respond to leads in a timely fashion; Guide customers from phone and internet contact to an in-store experience; Close the deal and negotiat

Old NavyOld Navy - JobID: 305727 [Sales Associate / Team Member] As a Sales Associate at Old Navy, you'll: Express your passion for apparel and fashion trends that will enable you to thrive, drive sales, and delight customers as you execute company processes & procedures; Create memorable shopping e

Rack Room Shoes - - Responsibilities: Provide excellent shopping experience for customers; Process all sales and POS terminal transactions; Maintain merchandise presentation and store cleanliness; Participate in shipping and receiving merchandise; Participate in physical inventories.

Boot Barn - - Responsibilities: Strong communication, customer service, time management and organizational skills; Availability to work a variety of shifts including nights, weekends and holidays; Flexibility with scheduling and willingness to work extended hours when necessary; Experience in retai

Petco - 8840 Madison Ave - Responsibilities: Deliver consistent, courteous, and knowledgeable service; Assist customers in selecting products and services that meet their pets needs; Process sales, returns, and exchanges accurately and efficiently; Stock shelves, replenish merchandise, and support i

PVH Corp - - Responsibilities: Lead the sales floor by delivering a top-notch customer experience; Promote and showcase the Calvin Klein brand to customers; Process transactions, restock, cashiering and store operations in line with brand vision; Engage with customers as a social influencer, embrac

Bath & Body Works - JobID: 23051288 [Sales Associate / Team Member] As a Sales Associate at Bath & Body Works, you'll: Consistently execute to the selling model; Meet selling goals/expectations during scheduled shifts; Build highly satisfied and loyal customer base through engagement; Support replen

Dick's Sporting Goods - - Responsibilities: Greet everyone and proactively approach customers to understand their needs and support their shopping experience; Uphold company merchandising and presentation standards by following established floor sets, signage requirements, price changes, inventory

GreyStar - Montessa at Whitney Ranch [Facilities Maintenance] As a Maintenance Technician at GreyStar, you'll: Complete assigned work orders generated from resident requests for service, as well as preventative maintenance on the property; Diagnose the source or cause of the defect or problem, and m

Kirkland's - - Responsibilities: Provide an exceptional shopping experience to every customer using Kirkland's customer service model; Assist with operations and merchandising; Drive sales by selling, cashiering, replenishing, setting floorsets and cleaning; Educate customers on loyalty programs an

Under Armour - - Responsibilities: Own the customer-facing sales process and drive daily store performance as a part-time sales associate.

White House Black Market - - Responsibilities: Own the in-store customer experience by driving sales and maintaining presentation standards.

Five Below - 7953 Greenback Lane - Responsibilities: At least 16 years old; Available to work a flexible schedule; Comfortable with or willing to learn technology (such as cash registers, hand-held and mobile devices); Good communicator with the ability to engage with customers; Able to handle custo

Kohl's - 1013 Riley Street - Responsibilities: Engage customers by greeting them and offering assistance with products and services, operate a cash register, scan items, bag merchandise and properly handle different methods of payment; Accurately and efficiently execute point of sale and customer se

Walmart - 4080 Douglas Blvd - [Retail Sales / Store Associate / Team Member / from $14 to $26-hr] - As a Sales Associate at Walmart, you'll: Walk up to 5 miles each day while fulfilling online customer orders; Review customer orders, locate and select merchandise on the salesfloor; Ensure customer o

AutoNation - 230 Auto Mall Drive [Sales Associate / Team Member] As a Sales Associate at AutoNation, you'll: Interact with hundreds of customers to help guide them in their vehicle purchase in a no-haggle sales environment; Help customers select their perfect vehicle; Negotiate terms that ensure pay

Zales - Folsom, CA [Sales Associate / Team Member] As a Sales Associate/Jewelry Consultant at Zales, you'll: Be responsible for providing a superior experience to the valued customers; Engage customers in conversation to understand their needs and desires; Present merchandise and share detailed info

LEGO - Retail [Retail Sales / Store Associate / Cashier] As a Sales Associate (Brick Specialist) @ LEGO, you'll: Exceed guest expectations through fun and meaningful interactions; Ensure a signature experience for every guest that visits LEGO stores by greeting every guest in your location, performi

T-Mobile - - Responsibilities: Develop proficiency in customer service and sales to deliver personalized technology and service solutions that meet individual needs; Utilize digital tools to demonstrate network coverage, service plans, and product features to enhance customer understanding and enga

Bath & Body Works - 1240 Galleria Boulevard - Responsibilities: Deliver exceptional in-store customer experiences with product knowledge; Create genuine connections with customers through uncovering needs, sharing product information, demoing products, and making personalized recommendations; Drive

Crew - - Responsibilities: Provide a seamless and authentic customer experience that is an extension of the brand; Drive sales while exceeding selling and service expectations for our customers; Assist in operational and product driven store tasks assigned by the management team while acting in a m

Jill - JobID: 94001993088 [Sales Associate / Team Member] As a Sales Associate at J.Jill, you'll: Greet customers promptly and genuinely, and re-engage appropriately; Build customer loyalty by creating genuine connections with customers; Guide customers to looks that flatter; Assist customers in bui

Big 5 - - Responsibilities: Own our customer-facing sales process and drive add-on sales at the register.

Journeys - - Responsibilities: Provide a fun and memorable shopping experience to all customers; Meet and exceed store and personal sales goals and standards of performance; Perform all Operation/Loss Prevention procedures accurately according to policies; Maintain store appearance and stockroom or

Spencer's - 5489 Sunrise Boulevard Sunrise Village Shopping CenterCitrus HeightsCA95610US - Responsibilities: Support the Store Management Team in the setup, merchandising, pack-up and teardown of a seasonal store; Maintain Guest Services as per Company Standards; Generate sales, sign waving, mercha

Responsibilities: Assist customers by processing purchases and maintaining store organization.

Home Depot - - Responsibilities: Process Checkout and/or Return transactions; Monitor and maintain the Self-Checkout area; Provide product/project knowledge to customers and identify selling opportunities; Follow policies and procedures to minimize shrink; Assist in supervision, coaching and traini

Walmart - 4080 Douglas Blvd - [Retail Associate / Team Member / up to $26-hr] - As a Cashier at Walmart, you'll: Smile, greet, and thank customers with a positive attitude; Stand for long periods of time while checking out customers quickly and accurately; Keep your area clean and presentable; Answe

AutoNation - 230 Auto Mall Drive - Responsibilities: Interact with hundreds of customers to assist them in purchasing automotive parts; Obtain the correct parts and accessories for technicians and retail guests in a timely manner; Accurately price parts and accessories using the proper pricing sourc

AthletaAthleta - JobID: 316821 [Store Associate] As Retail Sales Associate at Athleta, you'll: Engage and connect with customers by providing excellent customer service; Become an expert in product and use this expertise to educate, inform, inspire and outfit the customer; Offer information to the c