Administrative Assistant

Reports To:

Lead Administrative Assistant

Bay Cities Asphalt is seeking a professional and highly organized Administrative Assistant to support our Vacaville office operations. This role is ideal for a self-motivated individual who can work independently while providing high-level clerical support to the Lead Administrative Assistant. You will serve as a central point of contact for the office, handling everything from financial data entry to direct coordination with our field teams.

• Financial & Notice Support:
  Assist with invoicing, perform accurate data entry into basic ledgers, and help process preliminary notices and lien releases.
• Field Team Coordination:
  Act as a reliable point of contact for field crews, assisting with their requests for paperwork, site documentation, or resource coordination.
• Communication Management:
  Professionally answer incoming phone calls and manage the office email inbox via Microsoft Outlook, directing inquiries to the appropriate team members.
• File & Record Maintenance:
  Maintain a rigorous filing system (both digital and physical) to ensure all project contracts, insurance certificates, and safety records are up to date and easily accessible.
• Clerical Support:
  Handle daily administrative paperwork, including scanning, mail distribution, and assisting the Lead Admin with the preparation of bid packages.
• Office Flow:
  Ensure the office runs smoothly by monitoring supplies and maintaining organized project folders.

• Software Expertise:
  Highly proficient in Quick Books, Microsoft Outlook, and the Microsoft Office Suite (Word and Excel).
• Accounting Foundational Knowledge:
  Solid understanding of basic ledgers, invoicing, and notice processing.
• Professionalism:
  Excellent verbal and written communication skills; comfortable interacting with clients, vendors, and field personnel.
• Independence:
  Proven ability to manage a desk and complete daily tasks autonomously without constant supervision.
• Organized Mindset: A natural knack for filing, paperwork maintenance, and keeping a clean digital workspace.
• Compensation: $25.00 per hour
• Schedule:
  
  Monday – Friday | 8:00 AM – 4:00 PM (On-site in Vacaville)
• Environment:
  Business Casual

• Reliability:
  As a key support for both the Lead Admin and the field team, consistent attendance and a  ready-to-help  attitude are essential.
• Precision:
  Whether you are filing a permit or entering an invoice into Quick Books, accuracy is our top priority.