Administrative Assistant
About Us
Our client is a busy, well-established remodeling and construction company. Their office is the hub of the business — coordinating field crews, clients, estimators, subcontractors, and vendors. They’re looking for a sharp, dependable Administrative Assistant who can keep that hub running smoothly.
Position Summary
This is the front-line role for the company. You are the first voice clients hear, the gatekeeper to the owner’s calendar, and the person who keeps records, payroll entries, estimate tracking, and vendor paperwork accurate and on time. The role demands strong problem-solving instincts, attention to detail, and the ability to juggle phones, walk-ins, and recurring administrative duties without dropping the ball.
What You’ll Do Front Desk & Communications (Daily)
- Answer and direct calls; check voicemail and route messages appropriately.
- Greet visitors at the door — screen first, then admit known guests.
- Field point of contact for crews and field employees throughout the day.
- Intake new client calls, triaging service work vs. remodeling and routing service requests to the Service Coordinator for scheduling.
Calendar & Estimate Management (Daily)
- Manage the owner’s calendar — add, edit, and remove appointments; balance estimate visits against in-office time, with two days per week reserved in-office to complete estimates.
- Confirm appointments with clients the day prior; verify names, addresses, phone numbers, and emails for accuracy.
- Schedule estimates strategically in one-hour blocks, accounting for travel distance between appointments so the owner’s time is used effectively.
- Follow up on estimates the day after the site visit with a thank-you email, and continue weekly follow-ups thereafter; check back a week later to see if anything else is needed.
Record Keeping & Data Entry (Daily / Weekly)
- ExakTime: log all employee clock in / clock out — first and last thing each day.
- Payroll: enter weekly ExakTime timesheets into Sage.
- Dropbox: create new folders for each job and post Monday.com entries.
- Monday.com Lead Tracker: daily maintenance, updates, and follow-up on estimates and leads.
- Outlook: accurately enter contact details and appointments into the calendar and contacts.
- Sage entries: post all debits (Home Depot, Anderson McQuoid, etc.) and maintain the charge-card tracking sheet under Orders Paid.
Vendor, Subcontractor & Client Coordination (Daily / Weekly)
- Reconcile vendor and subcontractor statements and invoices; track down missing invoices from the daily list provided by Accounting and Project Managers.
- Customer satisfaction surveys: send biweekly while a job is in process.
- Mailings: process the two mailing lists (one Excel, one manual entry) and send mailings weekly.
HR & Office Operations
- New employee onboarding: collect I-9, W-4, and two forms of ID; submit packages to Accounting and notify HR for health insurance enrollment.
- Time-off tracking: log vacation, sick, and holiday time on the calendar after the owner approves.
- Phone list: maintain and update extensions and cell phone numbers.
- coordinate phone programming as needed.
- Door cards & key list: manage building door cards (procedure from Mary Beth) and oversee key and lock-box usage.
- Office supplies: maintain the form cabinet, paper files, and supply inventory; order when needed.
- Parking tickets: review weekly on Tuesdays per procedure.
- Light tech support: troubleshoot small issues and call the IT company or copier service when needed.
- Email setup: set up email accounts as directed by Mary Beth.
What We’re Looking For
- Strong problem-solver — you can think on your feet and figure things out without constant direction.
- Detail-oriented — names, addresses, time entries, and invoice numbers all need to be right the first time.
- Excellent phone manner — professional, warm, and clear with clients, crews, and vendors.
- Organized multitasker — comfortable bouncing between phones, walk-ins, data entry, and follow-ups.
- Tech-comfortable — Microsoft Outlook and Excel required; experience with Sage, ExakTime, Monday.com, and Dropbox is a strong plus (we’ll train the right person).
- Discreet and trustworthy — you’ll handle payroll, HR paperwork, keys, and the owner’s calendar.
- Construction or trades office experience is a plus but not required.
Pay:
$25.00 – $30.00 per hour
Benefits:
- 401(k)
- Parental leave
- Tuition reimbursement
Work Location:
In person
How to apply.
Apply through TopOneHire and we forward your application to the hiring employer. TopOneHire is a publisher and listings platform — we do not screen, interview, or make hiring decisions.