Administrative Assistant (In-Person)

Job Description

At Deluxe Waterproofing & Caulking, Inc., we owe our success to our people and processes. An administrative assistant is a supportive force behind both, and we’re currently seeking someone exceptional to take the helm. The ideal person for the job will be a problem solver with excellent communication skills and impeccable attention to detail. He/she will have previous experience working in an office environment, performing administrative tasks, and providing support to coworkers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

Key Responsibilities:

General Office Support:

• Answer and direct phone calls, emails, and other communications.
• Serve as the primary contact for visitors, employees, vendors, and candidates.
• Manage office calendars, scheduling, and meeting room coordination.
• Take notes in meetings, track action items, and provide follow-ups as needed.
• Ensure the breakroom is stocked.
  
  

Administrative & Documentation:

• Organize and maintain all important documents, including project files, permits, and employee records.
• Input and manage accounts payable invoices in AP software.
• Create and process purchase orders and approve orders.
• Procure and track receipts for employee credit card purchases.
• Handle employee paperwork, maintain phone numbers and contact information.
• Process and submit certified payroll reports.
• Handle all partial and final release requests.
• Complete COI requests, W-9s, and other required documentation.
• Support project management team and assist with follow up to ensure the receipt of executed change orders, contracts, and final approved submittals.
  
  

Operations & Coordination:

• Coordinate equipment and material deliveries, following up on status as needed.
• Maintain the Estimating Bid Board, prioritizing projects and ensuring timely completion.
• Track sales proposals in the sales pipeline.
• Maintain dispatch information for field operations and estimation routing.
• Support co-workers with reminders of deadlines, project requirements, and general assistance.
  
  

Qualifications

• Excellent computer skills, including proficiency in Microsoft Office, QuickBooks, and project management software.
• Strong communication skills—must be confident on phone calls and emails, not hesitant or shy.
• Excellent scheduling and follow-up skills—must stay on top of deadlines and ensure tasks are completed.
• Exceptional note-taking and organizational abilities to track action items and ensure follow-through.
• Strong multitasking skills—must handle multiple responsibilities effectively.
• Impeccable attention to detail and accuracy in work.
• Ability to manage complex schedules and adapt to changing deadlines.
• Must be punctual and reliable—being on time is essential.
• Valid FL Driver's License and reliable transportation for occasional off-site errands.
  
  

Benefits

• Paid Holidays
• Paid Lunch
• PTO (valid after 60 days)
• Bonus
  
  

We are an equal opportunity employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Company Description

At Deluxe Waterproofing & Caulking, Inc., we specialize in high-quality waterproofing, concrete restoration, and building maintenance services. Since 2010, we’ve built a reputation for excellence, integrity, and innovation in the construction industry. Our team takes pride in delivering durable, long-lasting solutions for commercial and residential projects across Florida.

At Deluxe Waterproofing & Caulking, Inc., we specialize in high-quality waterproofing, concrete restoration, and building maintenance services. Since 2010, we’ve built a reputation for excellence, integrity, and innovation in the construction industry. Our team takes pride in delivering durable, long-lasting solutions for commercial and residential projects across Florida.