Administrative Assistant Role
We are looking for a highly organized, efficient, and dependable Administrative Assistant to support the daily administrative operations of our company.
This position involves preparing and managing invoices, estimates, permits, certificates of insurance, and other company paperwork. The ideal candidate should be comfortable working in a fast-paced environment where priorities can change throughout the day and urgent paperwork may need immediate attention.
The person in this position must be able to organize their own workload, determine what needs to be completed first, communicate with management and field technicians, and make sure administrative tasks are completed quickly, accurately, and on time.
Responsibilities
- Prepare and process customer invoices.
- Prepare estimates based on information provided by management and technicians.
- Prepare, submit, and follow up on permit applications and permitting paperwork.
- Request, prepare, and manage Certificates of Insurance (COIs).
- Review pending paperwork at the beginning of each day and organize tasks based on priority and urgency.
- Respond to urgent paperwork requests from the owner, managers, and field technicians.
- Perform accurate and efficient data entry.
- Maintain organized electronic and physical records.
- Update the status of invoices, estimates, permits, and other assignments using Google Sheets, Apple Numbers, and other tracking systems.
- Follow up on pending permits, paperwork, documents, or information when necessary.
- Keep management informed of the status of assigned work and identify any issues that may delay completion.
- Learn and follow permitting requirements and procedures for the municipalities and jurisdictions where the company performs work.
- Verify paperwork carefully before submission to minimize errors, corrections, or unnecessary delays.
- Assist with other administrative and office responsibilities as needed.
Qualifications
The ideal candidate should:
- Be highly organized and able to manage multiple tasks at the same time.
- Be able to determine priorities and organize their workday without requiring constant supervision.
- Work quickly and efficiently while maintaining a high level of accuracy.
- Have strong attention to detail and be able to identify mistakes before paperwork is submitted.
- Be dependable and able to complete assignments within required deadlines.
- Be a quick learner, particularly when learning permitting procedures and company processes.
- Be comfortable communicating and coordinating with owners, managers, office personnel, and field technicians.
- Have good computer skills and be comfortable working with MacBook/Apple computers.
- Have working knowledge of ** Google Sheets and Apple Numbers**.
- Have good data-entry and record-keeping skills.
- Be comfortable working in an environment where priorities may change and urgent requests occasionally arise.
Preferred Experience
- Previous administrative experience in the construction, plumbing, HVAC, electrical, general contracting, or related industries is strongly preferred.
- Previous experience preparing or processing construction permits is a major plus, but not required.
- Experience preparing invoices, estimates, Certificates of Insurance, or construction-related documentation is preferred.
What Success Looks Like in This Position
A successful person in this position is someone who comes into the office, reviews all pending work, understands what needs to be handled first, and takes responsibility for moving those tasks forward.
We are looking for someone who can get things done quickly and efficiently without sacrificing accuracy. The right candidate should be proactive, organized, willing to learn, and capable of keeping track of multiple assignments while making sure important paperwork does not get overlooked or delayed.
Because permitting procedures and company processes can be learned, previous permitting experience is not required. However, the candidate must demonstrate the ability and willingness to learn new processes quickly and apply them accurately.
Pay: $22.00 - $25.00 per hour
Benefits:
- Employee discount
- Paid time off
Work Location: In person
