Administrative Assistant

Key responsibilities

• Answer phones, emails, and customer inquiries professionally
• Assist project managers and estimators with administrative tasks and project documentation
• Prepare and maintain proposals, contracts, purchase orders, work orders, invoices, and change orders
• Enter and maintain customer, project, vendor, and employee information
• Track project paperwork, deadlines, permits, inspections, and required documentation
• Assist with scheduling service calls, crews, inspections, meetings, and project activities
• Communicate with customers, vendors, suppliers, subcontractors, and field employees
• Request pricing, obtain quotes, and assist with material and equipment orders
• Assist with AP/AR documentation
• Prepare reports, spreadsheets, and correspondence
• Maintain organized electronic and paper filing systems
• Assist with onboarding paperwork, timekeeping, and office administration

Qualifications

• High school diploma or equivalent required; business or construction-related education a plus
• 2+ years of administrative, office, construction, or contractor-office experience preferred
• Strong computer skills: Word, Excel, Outlook, PDF/document management
• Excellent organization and attention to detail
• Strong written and verbal communication
• Ability to prioritize multiple tasks and meet deadlines
• Professional, dependable, customer-service oriented
• Preferred: experience with an electrical/mechanical/plumbing/HVAC/general contractor; familiarity with construction documents; construction management, estimating, accounting, or service software

Work environment

Primarily office-based with occasional job-site interaction; fast-paced; may occasionally require extended hours.

Benefits

• Competitive salary
• Health, dental, and vision insurance
• PTO and holidays
• 401(k)
• Professional development
• Performance-based bonuses when applicable