Administrative Assistant
The Administrative Assistant is responsible for supporting operational functions by performing general administrative duties to support the department.
- Professional etiquette and customer service to both internal and external customers
- Strong ability to remain calm and professional during tense or stressful situations
- Requires attention to detail, and the ability to recognize and prioritize office workload
- Ability to manage multiple ongoing projects and priorities with time‐sensitive deadlines
- Good follow up with internal and external customers
- Excellent written and verbal communication skills
- Schedule appointments and maintain calendars
- Handle customer inquiries and concerns
- Create and maintain job documents/folders both physically and electronically
- Create customer profiles and keeping customer profiles updated in the system
- Ability to work with insurance adjusters, property managers and site/resident managers
- Work with accounting department
- Support marketing campaigns
- Purchase order (PO) creation and timely submission to accounting
- Maintain purchase logs for jobs
- Entering data into job costing sheets
- Creating sales proposals
- Coordination with subcontractors and vendors to include requesting quotes and scheduling
- Onboarding new subcontractors and vendors, obtaining W9’s, COI’s etc.
- Coordinate any deliveries FedEx/UPS
- Weekly timesheet submission to accounting
- Great work ethic, initiative, good problem‐solving ability, and the desire to keep growing
- Able to work well independently as well as in a team
- Assist with procuring materials and handling logistics for projects
- Manage vehicle maintenance, registration and repairs as needed
- Ordering supplies for the office and field
- Equipment and inventory management including ongoing maintenance and warranty issues
- Experience using Google Docs and MS Office Suite (primarily Word and Excel)