Receptionist / Administrative Assistant Job Description
Position Title: Receptionist / Administrative Assistant
Reports To: Owner / General Manager
Company: Phillips Property Solutions, LLC
Employment Type: Full-Time
Position Summary
Phillips Property Solutions is seeking a professional, organized, and customer-focused Receptionist / Administrative Assistant to serve as the first point of contact for our clients. This position is responsible for answering phones, greeting customers, scheduling appointments, assisting with administrative tasks, supporting project management, and helping ensure the office operates efficiently each day.
The ideal candidate is friendly, detail-oriented, dependable, and able to multitask in a fast-paced residential remodeling environment.
Primary ResponsibilitiesCustomer Service
- Answer incoming phone calls and direct them appropriately.
- Greet clients, vendors, and subcontractors professionally.
- Respond to emails, text messages, and online inquiries.
- Schedule phone estimate appointments and on site consultations.
- Maintain excellent customer communication throughout projects.
Administrative Support
- Prepare estimates, contracts, change orders, and invoices as directed.
- Collect rental payments
- Organize electronic and paper project files.
- Scan, upload, and file project documentation.
- Maintain office supplies and equipment.
- Prepare daily reports and miscellaneous correspondence.
Scheduling & Coordination
- Maintain the company calendar.
- Coordinate appointments between homeowners, project managers, and subcontractors.
- Confirm appointments with customers.
- Update scheduling software and CRM.
Project Support
- Enter and update customer information in the CRM.
- Assist with material ordering and vendor coordination.
- Track selections, approvals, and customer documents.
- Help maintain project records and change orders.
- Support project managers with administrative tasks.
Marketing & Communication
- Request customer reviews upon project completion.
- Assist with social media posting and marketing tasks.
- Update company listings and online profiles as directed.
- Help maintain the company website and marketing materials.
Financial & Office Support
- Assist with accounts receivable follow-up.
- Assist with payroll documentation and employee files.
- Support bookkeeping by organizing financial documents.
Qualifications
- DEPENDABLE AND DRAMA FREE
- High school diploma or GED required.
- Associate degree preferred.
- Minimum 1 year of administrative or receptionist experience.
- Construction or remodeling office experience preferred.
- Excellent written and verbal communication skills.
- Strong customer service skills.
- Professional appearance and demeanor.
- Excellent organizational skills.
- Ability to prioritize multiple tasks simultaneously.
Software Experience Preferred
- Microsoft Office (Word, Excel, Outlook)
- Google Workspace
- Houzz Pro (preferred)
- QuickBooks (preferred)
- Adobe Acrobat
- CRM software
- Electronic scheduling software
Required Skills
- Excellent telephone etiquette
- Strong attention to detail
- Professional written communication
- Time management
- Data entry accuracy
- Multitasking
- Problem-solving
- Confidentiality
- Teamwork
- Positive attitude
Physical Requirements
- Ability to sit at a desk for extended periods.
- Ability to use a computer and office equipment throughout the day.
- Occasionally lift up to 25 pounds.
- Ability to walk construction sites when necessary.
Performance Expectations
- Answer all incoming calls professionally and promptly.
- Maintain organized project files with minimal errors.
- Respond to customer inquiries in a timely manner.
- Keep schedules accurate and up to date.
- Demonstrate professionalism with customers, vendors, and coworkers.
- Support the team in maintaining efficient office operations.
- Contribute to a positive customer experience from the initial inquiry through project completion.
Compensation & Benefits
- Competitive hourly pay based on experience.
- Paid holidays.
- Paid time off.
- Opportunities for advancement.
- Ongoing training and professional development.
- Positive, family-oriented work environment.
This position plays a critical role in creating an outstanding first impression while keeping the administrative side of the business organized and supporting the successful execution of residential remodeling projects.
Pay: $17.00 - $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Referral program
- Vision insurance
Work Location: In person
