Job Description

About the job

Redwood Electric Group is seeking a proactive and detail-oriented Administrative Assistant to support our on-site Project Management and Field teams. This role is essential to keeping project operations running smoothly and efficiently, requiring strong organizational skills, financial awareness, and the ability to communicate effectively across teams.

Duties/Responsibilities

Office Management

• Serve as primary contact for property management and all building-related vendors.
• Oversee office and field needs, including ordering, managing, and organizing supplies, coordinating deliveries, and maintaining equipment.
• Coordinate facility services such as cleaning, pest control, HVAC maintenance, fire inspections, alarm permits, and security access.
• Update and issue key fobs for new employees, and manage access removal when employees separate.
• Manage recurring vendor services (e.g., copier, shredding, water delivery) and ensure invoices are sent to the Accounting department.
• Maintain current phone extension lists and office directories in coordination with IT.
• Answer incoming calls, greet visitors, and route inquiries to the appropriate team members. Receive, sort, and distribute mail and packages, and coordinate outgoing shipments as needed.

Administration Coordination

• Set up and maintain project documentation in ProjectSight, including contracts, submittals, RFIs, PCOs, and change orders.
• Maintain organized digital and hard-copy filing systems for all project documentation.
• Ensure data alignment between ProjectSight and Foundation for budgets and executed documents.
• Manage the submission, tracking, and receipt of submittals, RFIs, transmittals, and related logs.
• Support project setup, billing, insurance certificates, meeting minutes, and correspondence.
• Oversee project closeout, including O&M manuals, warranties, attic stock, and as-built documentation.
• Assist with training coordination, attendance tracking.
• Manage ProjectSight permissions and collaborate with IT and project partners (e.g., general contractors) to maintain proper system access.
• Coordinate with Prefab and Warehouse teams on material deliveries, staging, and logistics.

Required Skills/Abilities

• Strong proficiency in Microsoft Excel, Word, and Outlook.
• Experience with project management software, preferably ProjectSight.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and maintain accuracy under tight deadlines.
• Professional, proactive, and service-oriented approach to internal and external customers.

Education and Experience

• High school diploma or GED required.
• Minimum of 3 years of administrative assistant experience, preferably in the construction industry.

Working Conditions

• This position is based in our Vacaville office and is not eligible for remote work.
• Work may be performed in an office or on active job sites, depending on role and project needs.
• Office work includes sitting, typing, and using a computer for extended periods.
• Field environments may involve walking, standing, bending, or lifting materials (up to 30 lbs).
• Noise levels range from quiet (office) to high (job sites).
• May require occasional travel to project locations or meetings.
• REG will provide reasonable accommodations as required by the ADA and applicable state law.

Disclaimer

The duties and responsibilities listed above are representative of the work typically performed in this role but are not intended to be a comprehensive list. Actual responsibilities may vary depending on department needs, project scope, or business requirements. Employees may be assigned additional tasks as needed to support company goals and operations.

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