Project Assistant (Preston Pipelines Infrastructure)

With more than 55 years of experience and over 450 employees, Preston Companies is a leading construction company comprised of Preston Pipelines, Preston Electric, and DirtMarket. Together, our teams deliver critical utility, electrical, and soil management services that support communities throughout Northern California and Nevada.

We believe great projects start with great people. That's why we invest in our employees through opportunities for career growth, professional development, and hands-on experience working on complex, high-impact projects. Whether you're just starting your career or bringing years of industry expertise, you'll be part of a team that values safety, accountability, camaraderie, collaboration, and continuous improvement.

Our commitment to People, a Preston core value, speaks for itself. Preston Companies has been recognized as a Bay Area Best Place to Work for six consecutive years (2021–2026) by the San Francisco Business Times and Silicon Valley Business Journal. Based entirely on employee feedback, this recognition reflects the culture our teams have built together. Our people are the foundation for our success—each individual brings unique ideas and new opportunities that support our collective growth. Together, we're excited to discover what possibilities may lie ahead!

Position Overview
The Project Assistant is responsible for providing comprehensive administrative, contract, compliance, and financial support to project teams throughout the lifecycle of projects. This position serves as a critical resource to Project Managers and Project Engineers by coordinating subcontract and supplier documentation, maintaining project records, tracking compliance requirements, and supporting forecasting and reporting activities.

The Project Assistant ensures the timely and accurate execution of project administrative processes, including preliminary notices, lower-tier agreements, change orders, insurance compliance, business licensing, and project startup documentation. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced construction environment while maintaining effective communication with internal teams, subcontractors, suppliers, clients, and accounting personnel.

Key Responsibilities
Administrative Tasks

• Ordering office supplies, snacks, or lunch for team meetings/events.
• Greet customers, clients, vendors, etc.
• Process incoming mail
• Manage incoming deliveries and vendors
• Set up conference room for meetings
• Onboard new hire field personnel in collaboration with HR
• Set up new equipment for field staff
• Manage PPI apparel

Project Tasks

• Prepare and send preliminary notices on each project. Includes requesting information from clients when not readily available, updating prelien log, tracking notices, and saving completed prelims in job folders.
• Complete process of all lower tier agreements (subcontracts, POs, work authorizations, etc.) Includes preparation and issuance of agreements and supporting documents, tracking of all compliance items and obtaining signatures.
• Commitments – Initial entry of lower tier commitments, track and update when necessary.
• Maintain detailed logs to track status of subcontracts, P.O.s, Hauler Agreements, Insurance, Change Orders and other required documents from each subcontractor and supplier. Request missing documents when needed.
• Request updated insurance certificates for each subcontractor and/or supplier when current certificates have expired (Includes reviewing and requesting on a monthly basis).
• Soft file all scanned field tags, subcontracts, P.O.’s, and work orders / authorizations and certificates of insurance for each project. File Hard copies as required.
• Complete process of lower tier change orders (prepare and issue COs, track, obtain signatures).
• When notified by accounting on Wednesday afternoons, pull project cost information from various accounting systems and update weekly forecasting sheets for PM processing and approval.
• Apply for new business licenses as necessary.
• Process incoming preliminary notices received from lower tier vendors, subcontractors and service providers – Entry into Timberline and save hard copies into office binder.
• Process jobs closeouts
• Update job spreadsheets (COI renewals, licenses, etc.)

• Assist with other tasks as required

Qualifications

Preferred Qualifications

• Strong mathematical and analytical skills.
• Experience in Accounts Payable, Accounts Receivable, or general accounting support functions.
• Effective written communication and business correspondence skills.
• Intermediate to advanced proficiency in Microsoft Excel, including data entry, reporting, and spreadsheet management.

Knowledge, Skills, and Activities

• Proficient in Microsoft Office Suite, including Outlook, Excel, Word, and Outlook Calendar.
• Experience using Adobe Acrobat, Bluebeam, and accounting software such as Timberline/TimberScan preferred.
• Strong organizational, communication, and multitasking skills with exceptional attention to detail.
• Ability to work independently while collaborating effectively with cross-functional teams and departments.

Compensation & Benefits

We offer a competitive compensation and benefits package designed to support your health, financial well-being, and career growth.

• Pay Range: $25-$35, per hour, based on experience and role requirements
• Health & Wellness: Comprehensive medical, dental, vision, and life insurance options
• Financial Benefits: Retirement savings plans with potential employer contributions
• Paid Time Off: Paid holidays and Paid Time Off (PTO)
• Professional Development: Access to training, certifications, and opportunities for career advancement
• Employee Support: Employee Assistance Program (EAP) and wellness resources
• Additional Perks: Additional company-provided and voluntary benefits may be available based on eligibility

Location

• This position onsite based out of Sacramento, CA.

• Expect to do some travel within the Bay Area and Sacramento.

Equal Employment Opportunity
Preston Companies is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other status protected by applicable federal, state, or local laws.