Construction Administrative Assistant

Job Description

Job Description

We are seeking a dynamic and bilingual (English/Spanish) Project Assistant with a solid background in construction to join our team. The ideal candidate will play a crucial role in supporting project management, assisting with change orders, collaborating with accounting for collections, and providing exceptional customer service by answering phones. Must have a construction Background.

Essential Duties :

· Bilingual Skills: Effective communication in Spanish and English.

· Activating Jobs: Oversee the initiation of new projects.

· Project/Job Setup: Efficiently set up projects, ensuring resource readiness.

· Assisting AP/AR Departments.

· Answer multi-line phones.

· Perform data entry tasks, including updating and maintaining databases

· Provide general administrative support such as filing, scanning, and photocopying documents

· Making copies

· Ordering Supplies

· Making labels for job folder, etc.

· Corresponding with customers (via phone & email)

· Assisting owners and project manager as needed (printing/writing quotes, signing contract)

· Maintain confidentiality of sensitive information

Responsibilities:

• Project Management Support: Assist the project management team in various tasks, including but not limited to maintaining project documentation, and ensuring compliance with safety regulations, closeout documents.
• Change Order Management: Work closely with the project manager to process change orders efficiently, ensuring that all changes are documented, communicated to relevant stakeholders, and implemented in a timely manner.
• Accounting Assistance: Collaborate with the accounting team to facilitate collections by communicating with clients, sending reminders, and resolving any billing inquiries or discrepancies in a professional and timely manner.
• Customer Service: Serve as the initial point of contact for incoming calls, providing friendly and knowledgeable assistance to clients, vendors, and team members. Redirect inquiries as needed and ensure a positive customer experience.

This Company Describes Its Culture as:

• Detail-oriented -- quality and precision-focused
• Team-oriented -- cooperative and collaborative

Hours:

• 8:00AM – 5:00PM Mon thru Friday.

Experience:

• Office: 3 years