Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support homeowner service activities and day-to-day operational coordination for a contract position based in Seal Beach, California. This role combines customer-focused administrative work with construction and office support, requiring someone who can manage documentation, respond to requests, and keep records accurate and organized. The ideal candidate is detail-oriented, responsive, and comfortable working across multiple teams to help maintain efficient processes and a positive homeowner experience.

Responsibilities:
• Maintain accurate homeowner records by updating databases and keeping digital and physical files current and well organized.
• Respond to incoming homeowner inquiries and service requests in a timely manner, ensuring issues are routed, tracked, and resolved appropriately.
• Prepare and distribute monthly homeowner information to external survey platforms and assist with related reporting tasks.
• Coordinate with utility providers and internal teams to confirm service-related updates and support homeowner transitions as needed.
• Create and send department documents such as memos, letters, meeting materials, training resources, agendas, and follow-up notes.
• Process field directives, contracts, change documentation, invoices, expense reports, and purchase receipts using designated company systems and electronic signature tools.
• Provide operational support for meetings, training sessions, field trailer logistics, contract labor coordination, and job site posting requirements.
• Partner with departments including Accounting, Human Resources, Legal, IT, Purchasing, Sales Processing, and Office Services to keep administrative and project activities moving forward.
• Track supply needs, arrange routine team materials, and assist with inventory, rentals, dumpster scheduling, and other field support requests.
• Manage schedules and produce project-related reports through project management platforms to support construction and homeowner satisfaction teams.• Experience providing administrative support in an office, construction, property, or customer service environment.
• Ability to handle inbound calls and written communications professionally while delivering strong customer service.
• Strong data entry skills with close attention to detail and a high level of accuracy in recordkeeping.
• Proficiency with standard office software and comfort learning tools for document management, reporting, and electronic signatures.
• Ability to coordinate multiple tasks, deadlines, and cross-functional requests in a fast-paced setting.
• Clear written and verbal communication skills with the ability to work effectively across departments.
• Strong organizational skills and the ability to maintain confidential files, reports, and operational documentation.
• Experience with receptionist or front-office support duties is preferred.