Administrative Assistant

We are seeking a highly organized and proactive Administrative Assistant to join our dynamic team. The ideal candidate will play a pivotal role in supporting the day-to-day operations of our construction company by efficiently managing various administrative tasks.

The Administrative Assistant will be responsible for handling phone calls, emails, invoicing, job boards, calendar management, DocuSigns, and task management. This role requires exceptional organizational skills, attention to detail, the ability to multitask, and excellent customer service.

Proficiency in QuickBooks, Google Suite, and Monday.com required.

This role is partially remote and part-time (20 h/week), with the opportunity to grow into full-time. The starting salary range is $20-25 an hour.

Key Responsibilities:

Customer Service:

• Answer the Charisma phone line professionally and courteously
• Direct customers to set up appointments on the website
• Pull pricing to build estimates for customers

Correspondence with Team and Subcontractors:

• Touch base daily with the boss
• Being readily available by phone and email with the Project Team members, other departments, Clients/Owners, owner’s representatives, subcontractors, suppliers, and vendors as needed
• Regular correspondence with municipal and regulatory entities to request or provide information on the go
• Email subcontractors regarding upcoming scheduling and meetings based on job boards
• Email subcontractors the links to job boards and follow up with them to confirm availability, work, etc.
• Manage incoming emails in a timely and efficient manner
• Make to-do lists in CRM (Monday.com) software and alert the boss to what needs attention

Administrative Tasks:

• Light bookkeeping:
• Match transactions (p.o. to invoices)
• Send approved bill payments to vendors and jobs in QuickBooks
• Create purchase orders in QuickBooks and email them to vendors
• Track and submit all necessary paperwork to keep contractor licenses valid/active and renewed
• Prepare and submit building permit paperwork
• Assist with pulling permits when requested by the owner, gathering information
• about the property, communicating with different cities, paying for permits, etc.
• Ensure tasks are completed on time and escalate any issues as needed
• Copy customer info from CRM (Monday.com) to Google Contacts and QuickBooks
• Prepare construction contracts for customers for signature in DocuSign
• Track and manage document signatures, ensuring completion within the specified timelines
• Keep Monday.com updated and accurate
• Assist in creating, organizing, and prioritizing tasks for various projects
• Send invoices to customers at each project milestone
• Perform additional administrative duties as assigned by management
• Adapt to changing priorities and handle miscellaneous tasks efficiently
• (Eventually) Signing documents on behalf of the business with the boss’s approval

Qualifications:

• High school diploma or equivalent
• An understanding of the construction industry and processes is preferred
• Proven experience as an administrative assistant, preferably in the construction industry
• General proficiency and familiarity with office software and communication tools
• Google Suite, Monday.com, QuickBooks
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Attention to detail and a high level of accuracy
• Ability to handle confidential information with discretion
• Must work well with a team and maintain a positive attitude with customers
• Initiate and execute tasks accurately and efficiently
• Ability to administer tasks independently

If you are a dedicated and detail-oriented professional looking to contribute to a diligent construction team, we invite you to apply for this exciting opportunity. Please submit your resumé and cover letter detailing your relevant experience and skills.

Pay: $20.00 - $25.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Loveland, CO 80538