Featured Position
Organization Name
Hachman Construction, Inc.
Role title
Bilingual Entry-Level Office Assistant
Location
San Rafael, CA
Spanish Requirement
Required
Work Setting
In Person, Full Time
Pay Range
$65,000 - 80,000
Contact Name + Title
Gabriel Hernandez, Business Manager
Minimum Education
High school with office experience is OK, fast learner
Apply at this email:
estimator@hachmanconstruction.com
Organization Description
Hachman Construction Inc. is a well-established construction firm based in San Rafael, California, specializing in high-end residential and select commercial projects throughout Marin County. From whole-house remodels and elegant additions to polished finish work, our team delivers exceptional craftsmanship and personalized service. With a commitment to collaboration, quality, and integrity, we build each project with the homeowner’s vision in mind—from the ground up or through finish work. Located in Marin County in the Northern California Bay Area, we bring deep regional experience, strong local relationships, and a focus on creating beautiful, lasting spaces.
Complete Role Description
We’re looking for a motivated and organized Bilingual Entry-Level Office Assistant who’s eager to learn the ropes of construction operations and office management. This position supports the daily functions of multiple departments—including Administration, Insurance, Safety, Marketing, and Finance—and plays an important role in helping things run smoothly behind the scenes.
This role is ideal for an early-career professional who enjoys multitasking, communicating with others, and learning how a business operates from the inside. You’ll work closely with senior staff who are committed to mentoring and developing your skills. Through hands-on training and ongoing guidance, you’ll gain a strong foundation in office systems, project coordination, and the construction industry as a whole.
Key Traits
Collaborative Communicator: Works well with leadership, staff, vendors, and clients to keep information flowing clearly (English & Spanish).
Organized and Reliable: Keeps tasks, documents, and schedules on track across several departments.
Proactive: Anticipates needs, follows up without being asked, and resolves issues before they escalate.
Trustworthy: Handles sensitive financial and personnel information with discretion.
Tech-Friendly: Learns new software tools quickly - QuickBooks, Excel, Google Workspace, Buildertrend (industry-specific program).
Main Skills You Will Learn:
Office administration and scheduling; Insurance and safety documentation; Assisting with payroll and employee recordkeeping; Assisting with bookkeeping and financial tracking; Marketing coordination and vendor management; Clear written and verbal communication (English & Spanish)
Main Responsibilities:
Insurance & Safety: Assist with all company insurance policies and renewals. Obtain and maintain COI (Certificates of Insurance) documentation for new projects. Assist with Workers’ Compensation audits. Prepare monthly safety meeting topics, order food, take attendance, and maintain meeting records.
Marketing & Branding: Maintain inventory and order company shirts, truck signage, holiday gifts, and related materials. Maintain the sample materials area and coordinate orders for job-site signage. Oversee website maintenance and work with the SEO vendor to ensure updates and performance goals are met.
Administration & Communication: Manage the company calendar, incoming mail, and warehouse shipping or receiving. Maintain digital and paper filing systems (Dropbox and physical files). Order and manage office supplies and oversee printer area organization. Supervise the office cleaning vendor and ensure standards are maintained. Manage all incoming phone calls and distribute new or updated company policies. Assist with maintaining the Operations Manual (SOPs) and Employee Handbook updates. Support the owner with email management and communication prioritization. Handle shipping and receiving.
Vehicles & Equipment: Manage vehicle registrations, insurance claims, and repairs. Maintain vehicle files and service records. Monitor GPS tracking (Samsara) and ensure vehicles meet company presentation standards.
Personnel Support: Assist with recruiting and hiring processes. Lead onboarding and training for new employees, and coordinate offboarding when needed. Track employee documentation and ensure HR compliance.
Bookkeeping & Financial Support: Assist with bi-weekly payroll and process related deductions. Assist with managing employee loans, PTO, and sick leave balances. Assist with administering 401(k) onboarding and medical insurance payroll deductions. Support the Finance Department by preparing reports and data for review and approval.
Qualifications:
Bilingual in English and Spanish (required). Experience in office administration or operations support (preferred but not required). Proficiency in Excel, Dropbox, and Google Workspace. Ability to multitask and work with minimal supervision. Clean driving record and valid driver’s license. Clean background check.
Work Environment: This position is based in San Rafael, CA, and requires in-person attendance at the main office from 9:00 a.m. to 5:00 p.m. daily, with occasional flexibility for meetings or deadlines. Some interaction with job-site staff, vendors, and company leadership is expected.
This role is ideal for an early-career professional who enjoys multitasking, communicating with others, and learning how a business operates from the inside. You’ll work closely with senior staff who are committed to mentoring and developing your skills. Through hands-on training and ongoing guidance, you’ll gain a strong foundation in office systems, project coordination, and the construction industry as a whole.
Key Traits
Collaborative Communicator: Works well with leadership, staff, vendors, and clients to keep information flowing clearly (English & Spanish).
Organized and Reliable: Keeps tasks, documents, and schedules on track across several departments.
Proactive: Anticipates needs, follows up without being asked, and resolves issues before they escalate.
Trustworthy: Handles sensitive financial and personnel information with discretion.
Tech-Friendly: Learns new software tools quickly - QuickBooks, Excel, Google Workspace, Buildertrend (industry-specific program).
Main Skills You Will Learn:
Office administration and scheduling; Insurance and safety documentation; Assisting with payroll and employee recordkeeping; Assisting with bookkeeping and financial tracking; Marketing coordination and vendor management; Clear written and verbal communication (English & Spanish)
Main Responsibilities:
Insurance & Safety: Assist with all company insurance policies and renewals. Obtain and maintain COI (Certificates of Insurance) documentation for new projects. Assist with Workers’ Compensation audits. Prepare monthly safety meeting topics, order food, take attendance, and maintain meeting records.
Marketing & Branding: Maintain inventory and order company shirts, truck signage, holiday gifts, and related materials. Maintain the sample materials area and coordinate orders for job-site signage. Oversee website maintenance and work with the SEO vendor to ensure updates and performance goals are met.
Administration & Communication: Manage the company calendar, incoming mail, and warehouse shipping or receiving. Maintain digital and paper filing systems (Dropbox and physical files). Order and manage office supplies and oversee printer area organization. Supervise the office cleaning vendor and ensure standards are maintained. Manage all incoming phone calls and distribute new or updated company policies. Assist with maintaining the Operations Manual (SOPs) and Employee Handbook updates. Support the owner with email management and communication prioritization. Handle shipping and receiving.
Vehicles & Equipment: Manage vehicle registrations, insurance claims, and repairs. Maintain vehicle files and service records. Monitor GPS tracking (Samsara) and ensure vehicles meet company presentation standards.
Personnel Support: Assist with recruiting and hiring processes. Lead onboarding and training for new employees, and coordinate offboarding when needed. Track employee documentation and ensure HR compliance.
Bookkeeping & Financial Support: Assist with bi-weekly payroll and process related deductions. Assist with managing employee loans, PTO, and sick leave balances. Assist with administering 401(k) onboarding and medical insurance payroll deductions. Support the Finance Department by preparing reports and data for review and approval.
Qualifications:
Bilingual in English and Spanish (required). Experience in office administration or operations support (preferred but not required). Proficiency in Excel, Dropbox, and Google Workspace. Ability to multitask and work with minimal supervision. Clean driving record and valid driver’s license. Clean background check.
Work Environment: This position is based in San Rafael, CA, and requires in-person attendance at the main office from 9:00 a.m. to 5:00 p.m. daily, with occasional flexibility for meetings or deadlines. Some interaction with job-site staff, vendors, and company leadership is expected.