Administrative Report Specialist - Nibbi Brothers General Contractors : Job Details

Nibbi Brothers has been a member of the Bay Area's construction community since 1950. The Company is known for its integrity, innovation, quality and contributions to the communities in which it works. Nibbi's safety program often exceeds federal and state requirements, demonstrating that the safety and wellbeing of everyone associated with our projects is the highest priority. Core markets include commercial, civic, seismic retrofits, historic restoration, waterfront structures, education, housing, hospitality, and community-based facilities. Nibbi self-performs production framing and structural concrete. Our projects range in size from $5 million to over $200 million.

Nibbi provides its people with comprehensive benefits and opportunities for career development. We encourage continuing education at all levels. We are proud of our friendly, family culture that is based on respect, collaboration and a strong work/life balance.

Position Summary

This is a key support role for Nibbi's Safety and Quality departments, and the CEO, COO and Operations Director. This position is responsible for compiling, organizing, and formatting data from various internal sources to generate accurate and timely reports. The role also assists in maintaining compliance documentation, improving internal reporting processes, and supporting daily operational needs through general administrative tasks. The ideal candidate is detail-oriented, organized, and capable of handling confidential information with discretion.

This is a full-time, non-exempt position. This position reports to the Director of EH&S.

Work location: San Francisco office.

Essential Functions

• Support Safety and QA/QC Departments with preparation of reports and data management.
• Provide administrative support to President, Chief Operating Officer and Director of operations.
• Ensure work product is prepared with a high level of accuracy, while meeting required deadlines.
• Successfully manage a broad array of responsibilities with excellent time management and organization skills.
• May assist Contracts Administrator in times of peak activity.
• Represent Nibbi in a professional manner.

Responsibilities

• Gather data from field reports, inspections, audits, and Safety and QA/QC meetings.
• Prepare and distribute regular Safety and QA/QC incident tracking reports, logs, and other performance indicators.
• Maintain organized and up-to-date documentation for compliance, regulatory filings, and internal audits.
• Assist in drafting or updating standard operating procedures (SOPs), and Safety or QA/QC bulletins.
• Provide administrative assistance to the CEO, COO and Director of Operations, including meeting set up and logistics, special event assistance and travel arrangements.
• Assist with presentations, executive summaries, manuals and strategic planning.
• Maintain confidentiality in handling sensitive information and executive communications.
• Create and refine report templates, tracking sheets, and forms to enhance workflow efficiency.
• Collect and synthesize verbal updates and written reports from team members to produce summaries and action lists.
• Coordinate interdepartmental data collection to support safety, quality, and strategic reporting initiatives.
• Identify opportunities to improve reporting processes and recommend or implement enhancements.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Construction Management, or related field preferred, or equivalent work experience in the construction industry.
• 5+ years of experience in an administrative, reporting, or data coordination role—construction, safety or quality assurance/control industry experience strongly preferred.
• Proficient in Microsoft Office Suite, especially Excel, Word, PowerPoint, and Outlook; experience with reporting tools or construction software (e.g., Procore, Builder) is a plus.
• Strong communication skills—both written and verbal—with the ability to synthesize information clearly.
• Highly organized and detail-oriented with the ability to prioritize and manage multiple tasks.
• Ability to maintain discretion and confidentiality in support of executive leadership.
• Familiarity with safety and quality standards in the construction industry is an asset.
• Self-starter.

Physical Demands

The physical demands described here are representative of those that must be met by an employee, with or without reasonable accommodation, to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to:

• Sit for long periods of time.
• Look at a computer monitor for extended periods.
• Use hands and fingers.
• Reach with hands and arms.

Some local travel to project sites, meetings and special events may be required.

Compensation and Benefits

Comprehensive medical, dental, and vision

Pretax plans

Life insurance

Supplemental insurance plans

401K with employer matching

Work/life balance

PTO

Holidays

Incentive compensation bonus

Tuition reimbursement

Student loan repayment assistance

The expected compensation range for this position is $80,000 to $95,000 annually, depending on experience.

Nibbi Brothers is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other personal characteristic protected by law. Employment decisions are made on the basis of qualifications, merit, and business need.

Must be authorized to work in the US now and in the future without employer sponsorship. Nibbi Brothers uses E-Verify.

Contractor's License #757362