Office Administrator/Contract Adminstrator

Office Administrator/Contract Adminstrator Rossi Development Inc. San Diego, CA Job Details Full-time | Contract $45,000 - $55,000 a year 5 hours ago Benefits Paid time off Opportunities for advancement Qualifications Teamwork Google Sheets Google Docs Google Drive Filing Administrative experience QuickBooks Collaborative technology platforms Gmail Google Calendar Full Job Description

ABOUT US

Rossi Development Inc. is a California-licensed general contracting and commercial coatings company operating throughout Southern California and beyond. We specialize in commercial exterior painting and coatings, multi-family renovations, hotel and hospitality projects, window and door installation, and construction logistics and project coordination. We're a quality-focused team — not volume-driven — and we're actively growing our commercial, multifamily, and hospitality project portfolio. As we scale, we're building the internal systems and team to match.

THE ROLE

We're looking for a highly organized, detail-oriented Office Administrator / Contract Administrator to join our operations team. This is an administrative and operational support role that sits at the center of how our business runs — keeping projects, scheduling, accounting, contracts, and office operations organized, accurate, and moving efficiently. The right person is someone who takes ownership of their work, follows through without being asked twice, and is motivated by building systems that make everything around them run better.

RESPONSIBILITIES

Operations & Office Management Maintain organization of project files, office systems, and internal documentation Create and manage the monthly schedule for all employees, including office staff and field captains Monitor and maintain office supplies within budget; coordinate special orders as needed Ensure company processes and procedures are followed consistently across all departments Assist management in improving internal systems and workflows Use AI and modern software tools to drive efficiency and reduce manual work Communication & Coordination Coordinate communication with clients, vendors, subcontractors, and employees Maintain a professional and positive experience for customers and staff at every touchpoint Assist with scheduling meetings and project coordination Prepare meeting agendas and track action items through to completion Project & Contract Administration Assist with contracts, proposals, submittals, and project paperwork Track insurance certificates, permits, and compliance documents Support project startup documentation and closeout organization Utilize Asana for task management and project coordination across all active jobs Accounting & Reporting Assist with invoice tracking and accounts receivable follow-up Coordinate receipt and expense organization Assist with payroll preparation and project cost coding Prepare and deliver weekly and monthly reports to support operational tracking and decision-making Utilize QuickBooks for accounting support tasks

QUALIFICATIONS

We're looking for someone who brings the following to the table: Exceptionally organized — able to manage multiple priorities, deadlines, and moving parts without things slipping Experienced in calendar management — scheduling, coordinating across people and time zones, and keeping everyone aligned Detail-oriented with strong follow-through — things don't fall through the cracks on your watch Ability to prioritize and manage deadlines in a fast-paced environment Proficiency in Google Workspace (Gmail, Google Drive, Docs, Sheets, Calendar) — required Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) Hands-on experience with QuickBooks (required) Prior administrative or office administration experience (required) Comfortable with technology and able to learn new software quickly Ability to handle confidential information with discretion Self-motivated, proactive, and team-oriented

PREFERRED EXPERIENCE

The following backgrounds will help you hit the ground running, though we're open to candidates who can demonstrate the right skills and mindset: Construction or project administration Asana or project management platforms Accounts payable / accounts receivable support Contract administration or compliance tracking

COMPENSATION & GROWTH

Salary:

$45,000-$55,000 annually, depending on experience

Incentives:

Performance-based incentives available based on individual contribution and company growth

Growth:

Real opportunities for long-term advancement as the company continues to expand This is a salaried position. We value consistency, reliability, accountability, and people who are invested in building something for the long term.

BENEFITS

Benefits and paid time off eligibility will be discussed during the interview process and are subject to company policy.

HOW TO APPLY

Please submit the following: Resume Cover Letter or brief summary of your relevant experience References Applicants must be authorized to work in the United States. Rossi Development Inc. is an equal opportunity employer. We value professionalism, accountability, and teamwork, and are committed to a respectful workplace for all.

Pay:

$45,000.00 - $55,000.00 per year

Work Location:

Hybrid remote in San Diego, CA 92105