Operations Assistant/Admin

E8 Engineering has been retained by a high-end residential design-build firm in South Orange County to identify a qualified Operations Assistant/Admin. Our client is a recognized leader in luxury home construction and remodeling, dedicated to top-tier craftsmanship and seamless project delivery.

E8 Engineering is managing all resume tracking and preliminary screenings. The identity of the client firm will be fully disclosed to qualified candidates during the screening process.

Position Overview

The Operations Assistant serves as the central administrative anchor for the company. This full-time, non-exempt hourly position is responsible for executing day-to-day business workflows, supporting construction project coordination, and ensuring total organizational efficiency.

We are looking for someone who is detail-oriented, thrives on setting up structured files, handling logistics, and keeping documentation organized.

Required Qualifications (Must-Haves)

• Industry Experience: 5+ years of administrative or operations experience within the construction, contracting, or design/build industry. The ideal candidate will be familiar with standard construction workflows and terminology.
• Financial Software: Proven, hands-on proficiency with QuickBooks Online for entering bills, tracking vendor invoices, and logging project expenses.
• Compliance Knowledge: Direct experience coordinating vendor contracts, Certificates of Insurance (COIs), W-9s, and subcontractor onboarding documentation.
• Core Traits: Uncompromising honesty, personal integrity, and a strong sense of professional accountability

Preferred Skills (Nice-to-Haves)

• Prior experience coordinating building permits with local Orange County municipalities.
• Strong digital literacy with standard project tracking and office software.

Key Responsibilities

Operations Support & Project Coordination

• Partner with the Owner to manage daily operational support tasks and anticipate logistical needs.
• Act as a reliable, professional central point of contact for clients, vendors, and subcontractors.
• Coordinate scheduling and communication flows to keep active residential projects perfectly aligned.
• Ensure meticulous follow-through on project details, deadlines, and deliverables.

Financial Coordination & QuickBooks Online Input

• Enter bills, expenses, and payments into QuickBooks Online with total accuracy and consistency.
• Track, log, and allocate company and vendor expenses by individual project.
• Maintain highly organized digital and physical archives for all financial and project documentation.
• Handle administrative setup for new vendors and directly coordinate to resolve missing or questionable invoices.

Administrative & Compliance Support

• Maintain and execute company files, forms, and internal operational processes.
• Track and verify subcontractor compliance, ensuring insurance renewals and business licenses remain active.
• Support the physical and digital preparation of client proposals, design presentations, and meeting materials.

E8 Engineering is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Pay: $32.00 - $36.00 per hour

Application Question(s):

• Do you have at least 5 years of admin support experience within the construction or design/build industry?
• Are you proficient with Quick Books Online?

Work Location: In person