Administrative Assistant

We are seeking a proactive and organized Administrative Assistant to provide essential administrative support for our team. This role will also include specific responsibilities such as staging vacant properties for rent or sale and preparing the weekly team meeting slideshow. The ideal candidate will be a multi-tasker who thrives in a dynamic work environment, with strong communication skills and an eye for detail.

Key Responsibilities:

• Manage schedules and calendars: Coordinating work schedules for our retail and construction team members as well as booking appointments for our Estimator position. Booking some subcontractors and fleet maintenance service appointments are also in the scheduling responsibilities.
• Answer direct phone calls: Serve as the first point of contact for calls and inquiries, provide timely responses or direct to the appropriate person.
• Prepare documents and reports: Format and maintain reports, presentations, and other important documents. Repair estimates prior to home purchases through the Hammer Point system.
• Maintain office supplies: Ensure the office is stocked with necessary supplies and coordinate reordering when needed.
• Assist with meetings and events: Organize and prepare for meetings, including taking notes, arranging logistics, and preparing meeting materials
• Data entry and record keeping: Maintain accurate files, databases, and records, ensuring confidentiality and easy access.
• Support team members: Provide general administrative support to the team and assist with projects as required
• Staging vacant properties: Assist with the staging and preparation of vacant properties for rent or sale, ensuring they are presented in the best possible light for potential tenants or buyers.
• Prepare weekly team huddle slideshow: Collaborate with the team to gather key information and create a polished, visually appealing slideshow for weekly team meetings, and then post them to run as a slideshow in the office TV for the week.

Education: High school diploma or equivalent; additional administrative or office management certifications are a plus.

Experience: Previous experience in an administrative or office assistant role preferred. Experience with real estate or property staging is a plus.

Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment (printers, copiers, etc.)
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
• Attention to detail and ability to maintain confidentiality.
• Ability to multitask and work in a fast-paced environment.
• Creative and resourceful with a keen eye for interior design and property presentation.
• Experience with slide creation or presentation tools (e.g., PowerPoint, Google Slides, etc.).