Entry Level Intake Coordinator Jobs in California

Position Summary:

The Administrative Assistant supports the Apprenticeship Department by handling a wide range of administrative responsibilities that keep daily operations running smoothly. This role involves working in a fast-moving environment, managing frequent deadlines, and balancing multiple priorities. The ideal candidate is steady under pressure, dependable, detail-oriented, and comfortable following established procedures while also offering practical suggestions for improvement.

This position requires strong verbal and written communication skills, solid computer proficiency, and the ability to learn new systems with minimal guidance. The work includes both independent tasks and responsibilities that require close coordination with the team. Because the duties involve specialized processes and ongoing training, this role is best suited for someone seeking long-term stability and growth within the position.

Why Work With Us

The Apprenticeship Department is a hard-working, supportive team that takes pride in helping people build their careers in the construction industry. We stay busy and handle a fast pace, but we also keep things friendly and collaborative. We appreciate team members who show up with a positive attitude, communicate well, and enjoy contributing to a mission that makes a real difference for apprentices and our contractor members. If you’re looking for a place where you can grow your skills, feel valued, and be part of a team that works with purpose, you’ll feel at home here.

Primary Responsibilities include, but not limited to:

·         Maintain a working knowledge of Apprenticeship rules, regulations, and program standards.

·         Complete projects and special assignments by setting objectives, determining priorities, managing time, coordinating with others, and adjusting plans as needed.

·         Provide clear and professional communication through phone, email, text, and in-person interactions.

·         Manage incoming calls, greet and support visitors, and assist internal staff and external partners.

·         Support quality service by upholding communication and customer service standards.

·         Support the Intake team with scheduling, preparing, and administering intake exams.

·         Assist with applicants and apprentices drug screenings.

·         Support apprentices with coordinating on-the-job training and completion of work processes.

·         Respond to Apprenticeship-related phone inquiries and provide accurate information.

·         Update and maintain data in the department database.

·         Communicate with apprentices regarding work reports, jobsite issues, and program requirements.

·         Provide backup support to other team members when needed to ensure full coverage of all departmental tasks.

·         Collaborate with staff to make sure shared responsibilities are completed on time.

·         Assist with project-based work and special assignments as directed.

Note: Nothing contained in this job description shall alter the at will status of your employment. ABC reserves the right to change this job description without notice.

Knowledge, Skill and Abilities:

·         Strong time-management skills with the ability to balance multiple tasks and deadlines.

·         High level of accuracy in preparing, entering, and maintaining information.

·         Solid analytical and problem-solving abilities, including resourcefulness in finding solutions independently.

·         Comfortable working in a fast-paced and sometimes high-pressure environment.

·         Professional, helpful, and consistent demeanor.

·         Able to follow established procedures while offering thoughtful suggestions for improving workflows.

·         Reliable team player who communicates clearly and works well with others.

·         Exceptional written and verbal communication skills.

·         Trustworthy with confidential information and demonstrates sound judgment.

·         Experience with office administration and strong interpersonal skills, including cultural awareness and sensitivity.

·         Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Adobe programs.

·         Valid California Driver’s License and eligibility for coverage under company vehicle insurance policy.

Physical Requirements:

·         Able to work at least 8 hours per day and 40 hours per week; occasional evenings, weekends, or overtime may be required.

·         Able to sit at a desk for extended periods.

·         Able to drive for up to 8 hours when needed.

·          Able to lift up to 20 lbs.

Work Schedule:

This is a full-time, in-office position (40 hours per week). Flexible scheduling is available between 7:00 AM and 5:00 PM.

How we got our start
Associated Builders and Contractors (ABC) was founded in 1950 when seven contractors gathered in Baltimore, MD to create an association based on the shared belief that construction projects should be awarded on merit to the most qualified and responsible low bidders. The courage and dedication of those seven contractors – Charles Mullan, C.K. Wells, Jr., Philip Cloves, Ernest Shultz, Edward Colwill, Charles Knott and Edward Dickinson – helped quickly spread the merit shop philosophy and ABC became the fastest growing association in the United States.

Where we are now
Today, ABC is a national trade association with 68 Chapters and 22,000 members representing more than 19,000 construction and industry-related firms. We are the VOICE OF THE MERIT SHOP® and the only organization to serve contractors, subcontractors, suppliers and associates of all trades who want to conduct business in an unrestricted market regardless of labor affiliation. Our services include federal, state and local government representation, legal advocacy, education, workforce development, communications, technology, recognition through national and chapter awards programs, employee benefits and information on best practices and business development.

Our mission: To promote free enterprise by advancing the merit shop philosophy in the construction industry through education, advocacy and business services.

ABC Northern California’s history
ABC Northern California (ABC NorCal) was founded in 1976 in Concord, CA. In summer 2008, we expanded our office and training space and moved to our current 26,000 square-foot home in Livermore, CA. Today we represent close to 500 large and small companies across Northern California and train 300+ apprentices per year.