Administrative Assistant Irvine, CA

Administrative Assistant

We are looking for an organized Administrative Assistant to support daily office operations in Irvine, California. This Contract position will serve as a key point of contact for visitors, phone inquiries, and administrative requests while helping maintain a detail-oriented and welcoming workplace. The role also partners closely with project accounting and internal teams to keep records, documents, and office processes accurate and on schedule.

Responsibilities:

• Manage the front desk by answering incoming calls, welcoming guests, directing inquiries, and ensuring messages and deliveries are handled efficiently.
• Keep reception, meeting spaces, and shared hospitality areas presentable and ready for visitors, staff meetings, and client interactions.
• Support mailroom and shipping activities by coordinating incoming and outgoing packages, certified mail, and delivery tracking.
• Provide day-to-day administrative assistance through meeting coordination, filing, correspondence preparation, printing requests, shipping arrangements, and office service follow-up.
• Assist the Project Accounting team with document scanning, check log updates, data entry, and job record maintenance within Deltek Vantagepoint.
• Prepare high-quality client-facing and internal materials such as proposals, reports, letters, specifications, and schedules in line with company formatting standards.
• Help maintain office supply levels, coordinate refreshments for common areas and meetings, and submit facility-related requests to property management as needed.
• Contribute backup support for administrative coverage during team absences to help maintain consistent office operations.