Project Assistant

We are looking for a detail-oriented Project Assistant to support construction operations in Irvine, California. This Long-term Contract position will focus on project accounting, subcontractor documentation, payroll coordination, and administrative support across active jobs. The ideal candidate brings strong construction industry experience and can keep financial records, compliance materials, and project paperwork organized in a fast-paced environment.

Responsibilities:

• Process a large volume of payables for construction projects while confirming billing details align with project documentation and approved costs.
• Examine vendor and subcontractor invoices, validate purchase orders and change-related charges, and apply accurate cost coding before submission.
• Partner with project teams to clear approval delays, research billing variances, and follow through on payment-related issues.
• Maintain subcontractor files by organizing agreements, insurance records, notices, lien documentation, and other required compliance materials.
• Track payment support items such as schedules of values, accrual data, invoices, and release documents to help ensure timely disbursements.
• Gather and review craft employee time records, confirm labor classifications and coding, and coordinate corrections with field leadership as needed.
• Support monthly financial close activities by preparing accrual information and ensuring accounting submissions are complete and on schedule.
• Keep project records current, including purchase orders, contract changes, correspondence, and files needed for audits, reporting, and closeout.
• Assist with final project administration by coordinating reconciliations, collecting outstanding documentation, and helping prepare final payment packages.
• High school diploma or equivalent required.
• At least 3 years of experience in construction project administration, ideally within heavy civil, infrastructure, or public works environments.
• Demonstrated background in construction accounts payable, payroll support, and project-related financial administration.
• Working knowledge of subcontract billing practices, schedules of values, accrual tracking, purchase orders, and change order management.
• Familiarity with lien release procedures, preliminary notices, and documentation needed to support subcontractor payments.
• Understanding of job cost principles and construction financial reporting processes.
• Proficiency with Microsoft Office applications, especially Excel, Word, and Outlook.
• Strong organization, communication, and problem-solving skills with the ability to manage multiple deadlines and coordinate effectively with project staff, field teams, subcontractors, and accounting personnel.