Administrative Assistant

Job Description: Part-Time Administration Position

Position Title: Administrative Assistant

Company: Avalon Landscape Construction

Location: Remote (Primarily Work from Home with some in person meetings)

Hours: Avg. 15 hours per week

Hourly Rate: $19-$25 per hour

Job Summary:

Avalon Landscape Construction is seeking a highly organized and detail-oriented individual to join our team as a Part-Time Administrative Assistant. In this role, you will play a crucial role in supporting the daily operations of our landscaping and construction business. The position is part-time and offers the flexibility of working primarily from home, with occasional in-person meetings as needed.

Key Responsibilities:

1. Data Entry and Record Keeping:

   - Maintain accurate and up-to-date records of client information, project specifications, and progress reports.

   - Track project timelines and update project databases accordingly.

2. Communication:

   - Handle emails, phone calls, and other communications with clients, suppliers, and team members.

   - Ensure timely and professional responses, and escalate urgent matters to the appropriate team members.

3. Scheduling:

   - Coordinate appointments for site visits, client meetings, and project milestones.

   - Manage calendars for team members, ensuring availability for crucial project phases.

4. Document Preparation:

   - Assist in the preparation of project proposals, contracts, and presentations.

   - Proofread and edit project documentation to ensure accuracy and professionalism.

5. Expense Tracking:

   - Utilize QuickBooks to track and categorize business expenses.

   - Assist in the preparation of financial reports and budget monitoring.

6. Customer Service:

   - Provide excellent customer service by addressing client inquiries and concerns in a friendly and efficient manner.

   - Collaborate with project managers to ensure client satisfaction throughout the project lifecycle.

7. Virtual Assistance:

   - Perform various administrative tasks to support project managers and team members.

   - Assist in procurement processes, such as obtaining quotes from suppliers.

Qualifications:

- Proven experience in administrative roles.

- Excellent organizational and multitasking abilities.

- Strong written and verbal communication skills.

- Proficient in Microsoft Office Suite, Google Workspace, and QuickBooks.

- Ability to work independently and remotely.

- Knowledge of the landscaping and construction industry is a plus.