Administrative Assistant

Malcolm Drilling has been innovating and leading the deep foundation industry for over six decades. As part of our deep foundations, retention systems, and ground improvement services, we also provide a range of special applications and dewatering techniques. By implementing Design/Build, we execute projects quickly and effectively, allowing for timely collaboration with owners and contractors. Through our regional offices, we offer these services nationwide.

Job Title: Administrative Assistant

Location: San Diego, CA

Job Summary:

We are seeking a highly skilled and detail-oriented Administrative Assistant with a background or experience in heavy construction or civil engineering. The ideal candidate will play a critical role in supporting the administrative and operational functions of our construction projects. This role requires exceptional organizational skills, the ability to handle multiple priorities, and familiarity with heavy construction processes, terminology, and documentation.

Key Responsibilities:

· Manage day-to-day administrative tasks, including answering phone calls, drafting emails, and scheduling meetings.

· Prepare, review, and maintain project documents such as contracts, RFIs, submittals, permits, and construction plans.

· Develop and distribute project reports, correspondence, and meeting minutes.

· Collaborate with project managers, engineers, and field staff to ensure seamless communication and task tracking.

· Maintain updated project schedules, track milestones, and ensure deadlines are met.

· Coordinate with subcontractors, suppliers, and clients regarding project requirements and deliverables.

· Help ensure projects comply with safety standards, permits, and local regulations.

· Manage documentation for permits, inspections, and certifications.

· Track project budgets and expenses, including invoice processing and purchase orders.

· Assist in preparing payroll documentation for field staff and contractors.

· Monitor office supply inventory and coordinate orders for equipment and materials for field projects.

· Manage office calendars, construction schedules, and travel arrangements for team members.

Experience:

· Minimum of 2–3 years of administrative experience, preferably in construction, civil engineering, or infrastructure projects.

· Familiarity with construction-related documentation, processes, and industry standards.

· Proficiency in Microsoft Office Suite (Word, Excel, and Outlook).

· Experience with construction management software (e.g., Procore, Textura, and/or GCPay) is a strong plus.

· Strong organizational and time-management skills.

· Excellent written and verbal communication skills.

· Ability to work collaboratively with multidisciplinary teams.

· High level of accuracy and attention to detail, even under tight deadlines.

· High school diploma or GED (required).

Benefits Package:

· Competitive Salary.

· 100% paid premiums for Dental and Vision plans for the employee and all dependents.

· Malcolm covers an average of ninety-five percent of the medical premium for the employee and all dependents.

· Malcolm contributes up to 10% of your salary into a retirement plan.

· Opportunities for career advancement.

Schedule: Full-time

Malcolm Drilling Company, Inc. is an Affirmative Action/Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities, and a Drug-Free Workplace.