Construction Administrative Assistant

Company Overview

At Fortis Fire & Safety, we provide industry-leading fire protection & security services across the United States. Our ever-growing footprint can be seen in California, Florida, North Carolina, and Chicago, and we are acquiring new brands all the time.

We are proud to work together as one team under the Fortis Fire & Safety family, which includes CJ Suppression, Diversified Systems, Inc., Integrated Fire & Security Solutions, Life Safety Management, Piper Fire Protection, and VFS Fire & Security Services. United by a shared mission, we deliver comprehensive fire protection and security solutions nationwide.

Joining Fortis means becoming part of a nationwide, next-generation fire protection company. We're dedicated to a People-First philosophy, where we invest in our team through training and development, as well as a competitive benefits package. In return, we expect the very best from each of our employees every day.

If you are ready to be exceptional in your chosen career, apply to work with us today!

Here at Fortis and throughout our family of brands, we offer a comprehensive benefits package that includes:

* Paid vacation and sick time

* Company Paid Holidays

* Additional paid time off for life events (e.g., jury duty, bereavement)

* Competitive compensation

* 401(k) retirement plan with competitive company match

Medical, Dental, and Vision insurance

* Company-paid life and short-term disability insurance

* Supplemental Long-term Disability and Life Insurance Packages

* Legal Insurance

* Pet Insurance

* Career Advancement Opportunities

This is a general overview of benefits. Specific eligibility and coverage details will be provided during the hiring process

Job Summary:

The VFS Fire & Security (VFS) Orange, CA branch is seeking a detail-driven Construction Administrative Assistant to support our Fire/Life Safety construction projects with a strong focus on project billing, document control, and compliance tracking. This role is responsible for maintaining accurate project data across multiple systems, managing billing-related documentation, tracking change orders and purchase orders, and ensuring all required compliance documents are current and properly filed.

This position is fully on-site and plays a critical role in keeping projects organized, auditable, and compliant with customer, contractual, and regulatory requirements.

Essential Duties and Responsibilities:

* Support project billing by preparing and tracking billing packages, progress billings, backup documentation, lien releases.

* Create, track, and maintain purchase orders; monitor revisions and ensure alignment with approved scope and costs

* Track and log change orders, including status, approvals, and impacts to billing and project records

* Maintain project data entry and tracking across internal systems and project management platforms (e.g., job setup, cost codes, document uploads)

* Manage and maintain project compliance documentation, including subcontractor prequalification's, insurance certificates, and any required forms.

* Ensure all project documentation is current, complete, and audit-ready, supporting internal and customer compliance requirements

* Coordinate documentation with Project Managers, accounting, field teams, and customers

* Assist with document control for contracts, drawings, specifications, permits, inspection records, and closeout packages

* Support general administrative functions as needed

Required

Skills & Qualifications

* High School Diploma or GED

* 2+ years of construction administrative or project support experience, preferably in a trade environment (fire alarm, fire sprinkler, electrical, or similar)

* Experience with pre-qualifications, contracts, project billing, prevailing wage/certified payroll and change order tracking.

* High level of accuracy and attention to detail, especially with compliance-driven documentation and strong organizational skills: able to manage multiple priorities and follow up to closure (logs, approvals, missing docs).

* Proficiency in CRM systems (Q360 preferred) and Microsoft Office Suite; comfort learning project platforms (often Procore/Textura or similar).

* Ability to work independently while collaborating effectively with cross-functional teams.

* Proficient in the use of computers and mobile devices

* Professional written and verbal communication; able to coordinate with PMs, subcontractors, and vendors.

* Ability to work 100% on-site as scheduled with regular, reliable attendance, with or without reasonable accommodation.

This pay range reflects the compensation rate Fortis Fire & Safety reasonably expects to pay for this position at the time of posting. Final compensation may vary based on factors such as experience and skillset. This role is also eligible for benefits including medical, dental, vision, 401k match, pet insurance, short term/long term disability, etc...

Compensation Rate

$25-$28 USD

This role may require extended periods of sitting or standing, movement around the office or…