Admin Assistant & Operations Coordinator

About the Role

American Precast Concrete is a growing concrete manufacturing and construction company expanding its operations across Southern California. We are looking for a highly organized, dependable Administrative Assistant & Operations Coordinator to work directly alongside the CEO and keep the business running smoothly day to day.

This is not a sit-at-your-desk-and-answer-phones job. You will be the operational backbone of the office — coordinating deliveries and logistics, tracking invoices and payments, managing office operations, and making sure nothing falls through the cracks. If you are someone who thrives on ownership, likes solving problems, and can juggle multiple priorities without losing the details, this role is for you.

Executive & CEO Support

• Manage CEO calendar, scheduling, meetings, and follow-ups
• Prepare agendas, track action items, and ensure commitments move forward
• Coordinate with vendors, staff, and partners on behalf of the CEO when delegated
• Keep priorities organized and make sure nothing slips through the cracks
• Maintain internal documentation and systems so the business can scale without reinventing the wheel

Logistics & Delivery Coordination

• Coordinate product deliveries to job sites — scheduling, confirming delivery windows, and resolving issues in real time
• Manage logistics across both company trucks and third-party carriers
• Communicate with drivers, dispatchers, and job site contacts to ensure on-time delivery
• Track shipments and flag delays, discrepancies, or problems to the CEO
• Manage vendor communications for freight, trucking, and material shipments
• Maintain delivery records and audit driver logs and delivery documentation for accuracy
• Coordinate with operations and project teams for smooth scheduling and handoffs

Invoice & Financial Tracking

• Track and organize all incoming and outgoing invoices across APC and CFI
• Follow up on outstanding payments — make sure invoices are sent, received, and paid on time
• Monitor accounts payable (what we owe vendors) and accounts receivable (what customers owe us)
• Audit billing for deliveries and projects to ensure accuracy before payment is issued
• Coordinate with external accountants and bookkeepers as needed
• Flag discrepancies, overdue accounts, or billing issues to the CEO immediately

Office & Equipment Operations

• Maintain and order office supplies — track inventory and manage vendor accounts
• List, market, and manage the sale of company equipment — handle inquiries, negotiations, and transactions
• Keep the office organized and operationally efficient
• Coordinate any facility maintenance or repair needs
• Maintain organized filing systems for contracts, vendor agreements, and operational documents

Systems & Tools

• Keep internal systems organized — Google Workspace, scheduling tools, and CRM
• Maintain accurate records across all operational areas
• Support HR admin and payroll coordination as needed
• Familiarity with QuickBooks a strong plus — willingness to learn required

What We’re Looking For

• 3+ years in an administrative, operations, or logistics coordinator role
• Hands-on experience coordinating shipments, deliveries, or freight — own fleet and/or third-party carriers
• Basic understanding of invoicing, accounts payable/receivable, and billing tracking
• Experience supporting senior leadership or working directly with a business owner
• Extremely organized with strong attention to detail and follow-through
• Strong communicator — comfortable dealing with vendors, drivers, and job site contacts
• Proficient with Google Workspace and scheduling tools
• Proficient with QuickBooks is a plus
• Bilingual English/Spanish preferred
• Valid CA driver’s license

What You Get

• $33–$38/hour DOE — with room to grow as the role grows
• Medical, dental & vision
• 401(k) with matching
• PTO

Pay: $33.00 - $38.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Retirement plan
• Vision insurance

Application Question(s):

• How many years of experience do you have coordinating shipments, deliveries, or freight with both company vehicles and third-party carriers?
• Have you tracked and followed up on invoices, accounts payable, or accounts receivable in a previous role?
• Do you have experience using QuickBooks for invoice tracking, accounts payable, or accounts receivable?
• Have you managed vendor relationships for freight, t…