Position Summary
We are a growing residential home building company based in Pasadena, CA, seeking a highly organized and proactive Office Administrator to serve as the operational backbone of our team. This is a critical role that supports various staff with day-to-day administrative functions. The ideal candidate brings a strong command of Microsoft Office, experience in construction industry software — specifically Houzz — and the ability to manage multiple priorities in a fast-paced building environment.
Key Responsibilities
Administrative Operations
- Manage day-to-day office operations, including correspondence, filing systems, and supply inventory.
- Serve as the primary point of contact for incoming calls, emails, and client inquiries, routing communications to the appropriate team members.
- Maintain organized digital and physical records of contracts, permits, project documentation, and vendor agreements.
- Coordinate and schedule meetings, site visits, project milestones, and executive calendars using Outlook and Microsoft Teams.
Document & Presentation Development
- Draft, format, and proofread a variety of business documents including proposals, project summaries, client letters, and internal reports using Microsoft Word.
- Develop and maintain Excel spreadsheets for budgets, project timelines, material tracking, and cost comparisons.
- Design polished PowerPoint presentations for client pitches, project updates, and leadership meetings.
- Ensure all documentation adheres to company standards for branding, formatting, and accuracy.
Houzz Platform Management
- Manage the company’s Houzz Pro profile, including updating project portfolios, responding to client reviews, and maintaining accurate business information.
- Utilize Houzz Pro tools for lead tracking, client communication, and project management workflows.
- Coordinate with internal and external contacts to upload project photos, materials, and specifications to the Houzz platform.
- Monitor Houzz analytics and engagement metrics, reporting results to leadership on a regular basis.
Scheduling & Project Coordination
- Coordinate scheduling between subcontractors, project managers, architects, and clients to ensure project timelines are maintained.
- Track key project dates including permit submissions, inspections, delivery schedules, and milestone completions.
- Prepare and distribute meeting agendas, minutes, and action items in a timely manner.
- Assist with onboarding logistics for new vendors, subcontractors, and staff members.
Qualifications
Required
- 3+ years of experience in an administrative or office management role, preferably in construction, real estate, or a related industry.
- Proficiency in Microsoft Office Suite — Word, Excel, PowerPoint, and Outlook — with demonstrated ability to create professional-grade documents and presentations.
- Working knowledge of Houzz Pro for business profile and project management.
- Strong scheduling and calendar management skills, with the ability to juggle multiple priorities and competing deadlines.
- Exceptional written and verbal communication skills.
- High attention to detail and a commitment to accuracy in all document preparation.
- Ability to work independently, take initiative, and exercise sound judgment.
Preferred
- Associate’s or Bachelor’s degree in Business Administration or a related field.
- Experience supporting project managers or field teams in a construction or homebuilding environment.
- Familiarity with permit and inspection processes in the greater Los Angeles / Pasadena area.
- Experience with additional project management tools such as Buildertrend, CoConstruct, or Procore desired, not required.
Compensation & Benefits
Salary Range
$50,000 – $62,500 annually, starting salary
Schedule
Monday – Friday, 8:00 AM – 5:00 PM
Health Benefits
None
Paid Time Off
PTO + paid holidays after one year
Retirement
401(k) with company no match
Environment
Collaborative, small-team office setting
How to Apply
Please submit your resume and a brief cover letter outlining your relevant experience — including your familiarity with Houzz and the Microsoft Office Suite — to our HR team. We review applications on a rolling basis and will be in touch with qualified candidates promptly.
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.
Pay: $50,000.00 - $62,000.00 per year
Benefits:
Work Location: In person
