Project Assistant

We are looking for a detail-oriented Project Assistant to support construction project operations in Irvine, California. This Long-term Contract position focuses on project accounting, subcontractor documentation, payroll coordination, and administrative support across active jobs. The ideal candidate will bring strong construction industry experience and the ability to manage deadlines, financial records, and communication with internal teams, vendors, and subcontractors.

Responsibilities:

• Process a large volume of project-related payables by reviewing invoices and confirming alignment with contract terms, purchase orders, approved changes, and cost codes.
• Partner with project managers, engineers, vendors, and subcontractors to resolve billing issues, secure approvals, and keep payment activity on schedule.
• Maintain complete accounts payable files, monitor open items and vendor statements, and assist with reconciliations to support accurate financial records.
• Organize and update subcontractor documentation, including agreements, insurance records, change documentation, notices, and lien release materials required for payment.
• Track subcontractor billing details such as schedules of values, accrual information, invoices, and closeout paperwork while following compliance requirements.
• Collect and review craft employee time records, validate hours and job classifications, and coordinate with field leadership to address payroll discrepancies before submission.
• Support month-end financial activities by preparing subcontractor accrual information and coordinating with project and accounting teams for timely reporting.
• Maintain orderly project files for correspondence, purchase orders, subcontracts, change records, and audit support documentation.
• Assist with project closeout activities, including final payment coordination, reconciliations, required releases, and follow-up on outstanding items.
• Identify administrative or accounting inconsistencies and help improve processes that strengthen project documentation and reporting accuracy.
• High school diploma or equivalent required.
• At least 3 years of experience in construction project support, with preference for heavy civil, infrastructure, or public works environments.
• Hands-on knowledge of construction accounts payable, payroll coordination, billing support, and job cost documentation.
• Familiarity with subcontractor payment practices, schedules of values, accrual tracking, purchase orders, and change management.
• Understanding of lien release documentation, preliminary notices, and records needed to support subcontractor payment compliance.
• Proficiency with Microsoft Office applications, especially Excel, Word, and Outlook.
• Strong organizational, analytical, and communication skills with the ability to manage multiple priorities in a fast-paced setting.
• Experience with California public works, certified payroll, labor compliance processes, construction software, multi-project support, or bilingual English/Spanish communication is preferred.