Overview:
We are seeking a proactive and highly organized Administrative Assistant to support the day-to-day operations of a growing business that spans construction, real estate, and roofing. This role involves managing administrative tasks, streamlining communication, coordinating projects, tracking finances, and enhancing client relationships to ensure excellent service delivery.
Key Responsibilities:
1. Administrative Support:
- Manage emails, respond promptly to inquiries, and prioritize communication for follow-up.
- Organize and maintain databases for clients, vendors, employees, and projects.
- Manage the CEO’s calendar, schedule meetings, and set reminders for critical tasks.
- Track permits, compliance documents, and project milestones.
2. Client Relations:
- Follow up with past clients to generate referrals and new business.
- Send thank-you notes, holiday greetings, and small gifts to maintain relationships.
- Manage client feedback to improve customer experience.
3. Financial Management:
- Handle bills, invoices, payroll, and vendor payments.
- Track project budgets and expenses, providing regular updates.
- Reconcile accounts and maintain up-to-date financial records.
4. Project Coordination:
- Assist in creating and sending project estimates and proposals.
- Ensure timely responses to project-related inquiries.
- Monitor progress on ongoing projects, ensuring deadlines are met.
- Conduct research on potential projects, lots, and land opportunities.
5. Sales and Marketing Support:
- Nurture leads and follow up on opportunities with past and potential clients.
- Coordinate marketing efforts, such as posting on social media platforms and reaching out to investors.
- Assist in organizing open houses and events to showcase properties.
6. Personal Support:
- Assist with overlapping personal and business tasks, including bill payments.
- Organize client or employee gestures (e.g., gifts, thank-you notes).
Qualifications:
- Proven experience as an Administrative Assistant or similar role.
- Highly organized, detail-oriented, and able to multitask.
- Strong communication skills (written and verbal).
- Proficient in software tools like QuickBooks, Buildertrend, Google Workspace, Microsoft Office, or similar.
- Ability to anticipate needs and take initiative.
- Trustworthy and comfortable handling sensitive financial and client information.
- Bilingual (Spanish/English) is a plus.
Tools You’ll Use:
- CRM Software: Buildertrend or similar for project management.
- Accounting: QuickBooks for invoices and expense tracking.
- Task Management: Asana, Trello, or similar.
- Scheduling: Google Calendar or Microsoft Outlook
Job Type: Part-time
Pay: $15.00 - $20.00 per hour
Expected hours: 15 – 30 per week
Benefits:
- Flexible schedule
- Paid time off
Schedule:
- 4 hour shift
- 8 hour shift
- Day shift
- Evening shift
- Morning shift
Experience:
- Office management: 2 years (Preferred)
Work Location: Remote
