What are the responsibilities and job description for the Administrative Assistant position at Cornerstone Construction?
The Administrative Assistant will report directly to the Operations Manager and provide essential
support to the leadership team, including Production Managers, Field Supervisors, and Sales
Teams. The primary role of the Administrative Assistant is to ensure the smooth functioning of
office operations, maintain accurate documentation, and provide excellent internal and external
customer service.
This role requires exceptional organizational skills, attention to detail, and the ability to manage
multiple tasks effectively. The Administrative Assistant will be a key point of contact for team
members, clients, and vendors, ensuring a professional and efficient workflow.
Responsibilities are not limited to and are subject to change without notice in accordance with
company needs.
Responsibilities:
- Office Management:
- Answer and direct phone calls, emails, and other communications promptly and
professionally.
- Maintain a well-organized office environment, including managing supplies,
equipment, and cleanliness.
- Schedule and coordinate meetings, appointments, and travel arrangements for
leadership and team members.
- Documentation and Reporting:
- Accurately prepare, review, and maintain job-related documents such as
contracts, proposals, invoices, and purchase orders.
- Update and manage project tracking systems and CRMs to ensure accurate and
timely information is available.
- Assist with the preparation of operational and financial reports as needed.
- Customer and Team Support:
- Serve as a liaison between clients and the production team, ensuring all
communications are documented and distributed appropriately.
- Provide support in addressing customer inquiries and complaints, escalating
issues as necessary.
Help onboard new hires, ensuring documentation is complete and assisting with
training coordination.
- Scheduling and Coordination:
- Support job scheduling by coordinating with Production Managers, Field
Supervisors, and crews.
- Ensure timesheets, work logs, and other operational data are collected and
submitted accurately for payroll processing.
- Maintain calendars and timelines for multiple ongoing projects to ensure
deadlines are met.
- Compliance and Recordkeeping:
- Ensure all documentation complies with OSHA, state, and company guidelines.
- Organize and maintain files, both electronic and physical, for easy access and
retrieval.
- Monitor and renew licenses, certifications, and other required credentials for
team members and the business.
- Assist with accounts receivable and accounts payable.
Requirements:
- Previous administrative experience, preferably in the construction or roofing
industry.
- Exceptional organizational and multitasking skills.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM software.
- Ability to work independently with minimal supervision and as part of a team.
- Attention to detail and a commitment to accuracy.
- Positive attitude and strong work ethic.
- Regular and reliable attendance.
- Familiarity with job costing, scheduling, and documentation processes
(preferred).
Alignment with company core values, mission statement, and culture.
