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Job Description
Administrative Assistant Wallace P Johnson Plumbing Stockton, CA Job Details Full-time $30 - $35 an hour 23 hours ago Benefits Paid holidays Health insurance Dental insurance 401(k) Paid time off Employee assistance program Vision insurance 401(k) matching Opportunities for advancement Life insurance Qualifications Customer communication Executive administrative support High school diploma or GED Construction administrative experience Business Administration Associate's degree Full Job Description
POSITION SUMMARY
The Administrative Assistant is a full-time position that pays $30.00 - $35.00 per hour, based on experience which provides comprehensive administrative and operational support to the Branch Manager, Project Managers, and Project Supervisors within a commercial design-build plumbing construction environment. This role serves as the organizational backbone of the branch, ensuring seamless communication, accurate documentation, and efficient day-to-day operations across all active projects and company functions.
KEY RESPONSIBILITIES
Project Administration Support Maintain and organize project files, drawings, submittals, RFIs, and correspondence for all active projects Track project schedules, deadlines, and milestone dates; distribute updates to relevant team members Process and route subcontractor and supplier contracts, purchase orders, and change orders for review and approval Assist with Coordination of material deliveries, equipment rentals, and procurement logistics with field and warehouse staff Generate and follow up on submittals, inspection approvals, and permit status with governing authorities and general contractors Assist in the compilation of project closeout documents including O&M manuals, warranties, and as-built drawings Is responsible for submittals generation and submission. Enter job costs, field reports, and timesheets into project management software (e.g., Procore, Viewpoint, or similar) Branch Manager Support Assist with management of the Branch Manager's calendar, schedule meetings, and coordinate travel arrangements as needed Prepare reports, presentations, and correspondence on behalf of branch leadership Track branch KPIs, operational budgets, and financial summaries for management review Coordinate with Human Resources on hiring documentation, onboarding paperwork, and employee record maintenance Liaise with corporate office, accounting, and other departments on branch-level matters Accounting & Financial Coordination Coordinate with the accounting department on project invoices, billing schedules, and accounts payable Process and track lien waivers, certificates of insurance (COIs), and supplier compliance documents Assist with expense reporting, petty cash reconciliation, and vendor payment follow-ups Permits, Licensing & Compliance Prepare and submit permit applications to local jurisdictions; track permit status and expiration dates Maintain current records of contractor licenses, insurance certificates, and regulatory compliance documents Distribute design and engineering documents to appropriate project team members Communication & Office Coordination Serve as the primary point of contact for incoming calls, emails, and visitor inquiries at the branch office Act as liaison between field crews, project management, clients, general contractors, and vendors Prepare and distribute meeting agendas, take meeting minutes, and track action items to completion Set up new jobs in the Johnson Plumbing project management system and maintain accurate contact directories Manage office supplies, mail distribution, and general office organization and upkeep
QUALIFICATIONS
Education & Experience High school diploma or equivalent required; associate's degree in business administration or related field preferred Minimum 2-3 years of administrative experience, preferably in construction, engineering, or a trade-related industry Prior experience supporting multiple managers or supervisors in a fast-paced environment strongly preferred Skills & Competencies Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); experience with project management platforms such as Procore, Viewpoint, Build Ops, or Builder Trend is a plus Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously Excellent written and verbal communication skills with a professional and customer-service-oriented demeanor High attention to detail and accuracy in document preparation, data entry, and record keeping Ability to work independently with minimal supervision as well as collaboratively within a team environment Familiarity with construction terminology, permit processes, and project documentation is highly desirable Discretion in handling confidential company, financial, and personnel information
WORK ENVIRONMENT & PHYSICAL REQUIREMENTS
Office-based role with occasional visits to job sites as required Standard office hours with potential for occasional overtime during peak project periods Ability to sit for extended periods and operate standard office equipment May be required to lift and carry files, office supplies, or materials up to 25 lbs.
COMPENSATION & BENEFITS
Compensation is commensurate with experience and qualifications. A comprehensive benefits package is offered, including: Competitive hourly wage or salary, DOE Health, dental, and vision insurance Paid time off (PTO) and paid holidays 401(k) retirement plan with company match Opportunities for professional development and advancement
Pay:
$30.00 - $35.00 per hour
Benefits:
401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Vision insurance
