Front Office Administrator

Job Description

Job Description

Front Office Administrator

Ambo Construction Inc. – Rancho Cordova, CA

Ambo Construction Inc. is seeking a professional, organized, and dependable Front Office Administrator to support our daily office operations. This position serves as the first point of contact for clients, vendors, subcontractors, and employees. The ideal candidate is friendly, detail-oriented, comfortable managing multiple priorities, and able to take initiative without constant direction.

Primary Responsibilities

• Answer incoming calls professionally, take accurate messages, and route calls appropriately.
• Respond to general emails and customer inquiries promptly.
• Greet clients, vendors, and visitors.
• Schedule estimates, inspections, appointments, and project-related meetings.
• Maintain the company calendar and communicate scheduling updates.
• Prepare and organize estimates, contracts, change orders, invoices, and project documents.
• Follow up with clients regarding contracts, deposits, selections, scheduling, and outstanding information.
• Maintain organized electronic and physical project files.
• Collect and organize subcontractor documents, including licenses, insurance certificates, W-9s, and proposals.
• Request pricing and coordinate material orders with vendors as directed.
• Track permits, inspections, project documentation, and required follow-ups.
• Enter customer, vendor, and project information accurately into company systems.
• Assist with accounts receivable follow-ups and payment reminders.
• Receive, organize, and distribute mail, deliveries, receipts, and invoices.
• Maintain office supplies and keep the front office professional and organized.
• Assist the owner and project management team with administrative tasks.
• Handle company and client information with professionalism and confidentiality.
• Perform other office-related duties as needed.

Qualifications

• Previous administrative, receptionist, or customer-service experience required.
• Construction, remodeling, plumbing, or property-management experience is preferred.
• Strong verbal and written communication skills.
• Excellent organization and time-management skills.
• Ability to prioritize tasks and follow through without repeated reminders.
• Comfortable communicating with clients, vendors, inspectors, and field employees.
• Proficient with email, Microsoft Office, Google Workspace, and PDF documents.
• QuickBooks experience is preferred but not required.
• Strong attention to detail and accurate data-entry skills.
• Ability to remain professional and composed in a busy environment.
• Reliable attendance and punctuality.
• Ability to learn new programs and office procedures quickly.

Ideal Candidate

The right person for this position:

• Takes initiative and looks for the next task.
• Communicates clearly and professionally.
• Keeps detailed notes and follows through on commitments.
• Is comfortable asking questions when instructions are unclear.
• Can handle interruptions while staying organized.
• Treats clients, coworkers, and vendors respectfully.
• Understands the importance of urgency in a construction office.
• Is dependable, resourceful, and willing to grow with the company.