Division Administrator
A well-respected and fast-growing business serving California with an outstanding reputation for excellence. We have provided professional painting, renovation, and construction services to our clients for over 15 years.
Job Brief
We are seeking a Division Administrator to provide administrative support, client communication, scheduling assistance, and project coordination for our division team. This position will report directly to the Operations Manager and will support sales, production, and office operations as needed.
The ideal candidate is reliable, efficient, honest, organized, and has a natural desire to help clients and team members. Previous customer service, office administration, call-center, scheduling, or construction-related experience is required. Construction experience or general construction knowledge is preferred.
Responsibilities
- Help coordinate construction projects from pre-production through completion.
- Assist production with ordering materials, tracking material needs, and communicating with vendors as needed.
- Provide clients with timely project updates, schedule updates, and general communication throughout the project.
- Follow up with prospects, clients, and internal team members to ensure timely communication and client satisfaction.
- Support the sales team with proposal preparation, contract typing, scheduling, and client follow-up.
- Assist the Operations Manager with division coordination, internal communication, and administrative follow-through.
- Participate in division meetings, sales support training, operations meetings, and corporate training.
- Track daily activity, including calls made, appointments scheduled, contracts typed, contracts sent, contracts signed, and project-related follow-ups.
- Help maintain organized client files, project information, schedules, contracts, material orders, and administrative records.
- Communicate professionally with clients, vendors, partners, production team members, and internal staff.
- Respond to client concerns in an understanding, timely, and respectful manner.
- Forward emails, calls, and messages to the appropriate team members to ensure proper follow-up.
- Utilize office equipment and software, including CRM systems, Google Suite, Microsoft Office, and other company platforms, to ensure accurate data entry and timely communication.
- Promote company culture and values.
- Contribute to the ongoing effort to improve the service and experience we deliver to our clients.
- Help support division goals by assisting with reporting, scheduling, client updates, and administrative coordination.
Requirements and Qualifications
- At least 2 years of office experience is required.
- Previous customer service, scheduling, administrative, or call-center experience is required.
- Construction experience or general construction knowledge is preferred.
- Experience coordinating projects, schedules, materials, or client communication is preferred.
- Proficient with Microsoft Office Suite and Google Business Suite.
- Strong “figure it out” factor.
- Ability to analyze situations and solve problems effectively.
- Outstanding written and verbal communication skills.
- Strong customer service skills.
- Ability to manage time efficiently and effectively.
- Strong desire to help and provide support to the team.
- Experience in a fast-paced, client-facing office environment.
- Desire to learn, grow, and set smart goals.
- Comfortable using social media platforms and assisting with basic content creation when needed.
Ideal Candidate
The ideal Division Administrator will have as many of the following qualifications as possible:
- Experience working in a fast-paced environment while managing multiple deadlines for a variety of clients and projects.
- Ability to communicate professionally with clients, vendors, partners, and team members in both written and verbal communication.
- General understanding of construction, painting, renovation, HOA, apartment, commercial, or multi-family projects.
- Ability to help organize project details, material needs, schedules, and client updates.
- A desire to work for a mission-driven organization that prioritizes making an impact while continuing to grow profitably.
- A high degree of comfort using modern technology to improve daily operations and communication.
- A history of effectively multitasking and staying organized.
- A team-first mindset with a willingness to support sales, production, operations, and administrative needs as the division grows.
Who We Are
We are a rapidly growing painting, renovation, and construction contractor with a corporate office located in Bakersfield, CA. Our clients are located throughout California and are serviced by our local teams. We specialize in large-scale HOA, apartment, commercial, and multi-family construction projects.
Our business is expanding, and we are looking to add exceptional team players to our office who will continue to grow with our company.
Must pass background and drug screening.
Job Type: Full-time
Pay: $23.90 - $27.40 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Office: 2 years (Required)
- Sales support: 2 years (Required)
Shift availability:
Work Location: In person
