Secretary Assistant

Overview

We are seeking a dynamic and highly organized Secretary Assistant to join our team at Gaviota Construction, a growing general contracting company. This vital role offers an exciting opportunity to support daily office operations, streamline administrative processes, and enhance overall office efficiency within the construction and restoration industry.

In this position, you will regularly interact with homeowners, building owners, insurance carriers, subcontractors, and vendors, playing a key role in maintaining clear communication and ensuring smooth project coordination. If you thrive in a fast-paced environment, possess excellent organizational skills, and have a passion for providing outstanding administrative support, this role is an excellent fit.

Responsibilities

• Manage front desk duties including greeting visitors, answering multi-line phone systems, and professionally directing calls from homeowners, building owners, insurance adjusters, and vendors
• Maintain and organize filing systems (physical and digital), including job files, insurance documentation, contracts, and permits for easy retrieval
• Handle accurate data entry using Microsoft Office and Google Workspace to support project tracking, billing, and administrative workflows
• Assist with bookkeeping and financial recordkeeping using QuickBooks or similar accounting software, including job costing and invoice tracking
• Support calendar management by scheduling inspections, site visits, subcontractor appointments, and coordinating internal meetings
• Provide exceptional customer service by responding promptly to inquiries from clients, insurance representatives, and project stakeholders
• Perform clerical tasks such as proofreading documents, preparing correspondence, processing change orders, and managing office supply inventory

Qualifications

• Proven office management or administrative experience with strong organizational skills and attention to detail
• Experience in a construction, restoration, or general contracting office is highly preferred
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications
• Experience with QuickBooks or similar bookkeeping software is highly desirable
• Strong computer literacy including data entry, document management, and proofreading skills
• Bilingual abilities are a plus and beneficial when working with diverse clients and insurance representatives
• Excellent time management skills with the ability to prioritize tasks in a fast-paced, project-driven environment
• Experience with calendar management or personal assistant duties preferred
• Exceptional phone etiquette and a professional demeanor when interacting with clients, inspectors, and insurance carriers

Join Our Team

Join us at Gaviota Construction, where your organizational skills will directly support successful project delivery. We value proactive individuals who are eager to contribute in a collaborative environment focused on quality, communication, and excellence in service.

Pay: $24.00 - $27.00 per hour

Work Location: In person