cabinet shop office assistant

Administrative & Project Assistant — Arevalo’s Fine Woodworking (San Carlos, CA)About Us

Arevalo’s Fine Woodworking is a rapidly growing family owned custom cabinetry and architectural millwork company serving high-end residential clients throughout the Bay Area. Our projects range from luxury closets and vanities to full home millwork packages in Palo Alto, Atherton, Los Altos Hills, Mill Valley, and beyond.

We are looking for a highly organized Administrative & Project Assistant to support day-to-day operations, help manage client communication, and streamline scheduling and invoicing as our project load continues to grow.

This role is ideal for someone who enjoys organization, systems, communication, and supporting a fast-paced small business.

Position: Administrative & Project Assistant

Part-time (10–20 hrs/week to start)
Hybrid (remote + occasional visit to shop/home office in San Carlos)
Compensation: $22–$35/hr depending on experience

Key ResponsibilitiesAdministrative Support

• Manage the owner’s email inbox — respond to basic inquiries, flag important items, and keep communication organized
• Schedule client meetings, jobsite walkthroughs, and GC/designer calls
• Maintain the company calendar and project timeline spreadsheets
• Update and organize project folders, contracts, and documents

Client & Designer Communication

• Draft professional replies to clients, designers, architects, and contractors
• Coordinate sample requests, lead times, and delivery updates
• Send meeting reminders and confirmation emails
• Assist with preparing estimates or formatting proposals (owner will provide numbers)

Invoicing & Financial Organization

• Create invoices, deposit requests, draw schedules, and change orders in QuickBooks (training provided)
• Track incoming payments and update project financial status
• Help prepare payment reminders and clean, professional email drafts

Project Coordination

• Track project progress: drawings, approvals, materials ordered, fabrication dates, install dates
• Communicate with vendors regarding lead times, order confirmations, and delivery logistics
• Maintain spreadsheet or Airtable system for all active jobs and their status

Organization / Office Support

• Keep digital files clean and organized (PDFs, drawings, receipts)
• Support with material ordering (sending PO emails, following up with suppliers)
• Assist in preparing photo documentation of completed projects for marketing

Requirements

• Strong communication and writing skills
• Highly organized and detail-oriented
• Able to manage multiple tasks and prioritize deadlines
• Comfortable with email management, Google Calendar, spreadsheets
• Experience with QuickBooks is a plus (not required — we can train)
• Experience in construction, interior design, or home services admin is a bonus
• Reliable, proactive, and comfortable taking initiative

What You’ll Gain

• Work closely with the owner of a growing premium cabinetry company
• Learn project mechanics behind high-end residential millwork
• Flexible hours with growth potential
• Opportunity to shape systems and processes for a scaling business
• A stable long-term role with increasing responsibility

Pay: $23.00 - $35.00 per hour

Work Location: Hybrid remote in San Carlos, CA 94070