About Us
Pro-Home Builders/Guardex LLC is a veteran-owned, Latino-owned, Class A licensed construction company proudly serving homeowners throughout Hampton Roads. We specialize in residential renovations, insurance restoration, additions, remodeling, and new construction. We are committed to professionalism, quality craftsmanship, and exceptional customer service.
We are seeking an organized, energetic, and customer-focused Construction Receptionist / Administrative Assistant to join our growing team. This position is ideal for someone who enjoys working in a fast-paced environment, excels at multitasking, and has excellent communication and organizational skills.
Position Summary
As the first point of contact for our company, you will welcome clients, subcontractors, vendors, and suppliers while providing administrative support to the Office Manager, Project Managers, General Contractor, and Sales Team.
This role combines reception, customer service, CRM management, sales support, project coordination, and vendor administration.
Key Responsibilities:
Administrative & Office Support
- Answer incoming phone calls and respond to emails professionally.
- Welcome clients, subcontractors, vendors, and visitors.
- Manage the company email inbox and route inquiries appropriately.
- Schedule appointments, meetings, and consultations.
- Maintain management calendars.
- Confirm appointments with clients.
- Prepare construction documents including:
- Change Orders
- Purchase Orders
- Service Agreements
- Subcontracts
- Perform filing, scanning, data entry, document preparation, and general office duties.
- Order office supplies and assist with special administrative projects.
Lead Management & CRM
- Monitor website and social media leads.
- Contact new leads to gather project information.
- Complete Buildertrend CRM lead questionnaires.
- Schedule consultations with the sales team.
- Assign leads to the appropriate sales representatives.
- Maintain accurate CRM records.
Sales Support
- Create estimates, proposals, and new jobs within Buildertrend.
- Follow up on proposals with prospective clients.
- Answer general questions regarding estimates and coordinate with the sales team.
- Collect client deposits before project start dates.
- Record payments within Buildertrend.
- Update project budgets and job costs.
- Maintain client records throughout the sales process.
- Prepare sales pipeline reports.
- Assist with contract preparation and execution.
Client & Project Support
- Assist Project Managers with Buildertrend client communications.
- Prepare project schedules and updates.
- Organize digital project files.
- Coordinate vendor scheduling.
- Assist with ordering materials and services.
- Monitor vendor completion and obtain job site photos.
- Maintain supplier information and receipts.
Vendor & Financial Support
- Complete subcontractor onboarding.
- Track General Liability and Workers' Compensation insurance certificates.
- Request updated insurance documentation before expiration.
- Review bills for completeness before approval.
- Assist vendors using the internal platform.
- Support the Financial Administrative Assistant with administrative and data entry tasks.
Qualifications Required
- Minimum 1 year of administrative or receptionist experience.
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Ability to prioritize tasks and work independently.
- Bilingual in English and Spanish (written and spoken).
- High School Diploma or GED.
Preferred
- Experience in the construction industry.
- Experience with Buildertrend or similar CRM software.
- Experience with lead management and customer service.
- Associate's or Bachelor's degree.
Ideal Candidate
We are looking for someone who is:
- Highly organized
- Detail-oriented
- Professional and dependable
- Friendly and customer-focused
- Comfortable working in a fast-paced office
- Able to manage multiple priorities
- A strong communicator
- Eager to learn and grow with the company
Why Join Pro-Home Builders?
- Join a growing veteran-owned and Latino-owned construction company.
- Support a collaborative and professional team.
- Gain experience in residential construction and project management.
- Opportunities for professional growth and advancement.
- Make a direct impact on delivering exceptional customer service and successful construction projects.
If you are organized, motivated, and enjoy helping clients while supporting a dynamic construction team, we encourage you to apply today!
Pay: $16.00 - $20.00 per hour
Benefits:
Education:
- High school or equivalent (Required)
Experience:
- Construction administrative: 1 year (Required)
Language:
Shift availability:
Work Location: In person
