Administrative Assistant

Job Summary
We are looking for a detail-oriented and organized Administrative Assistant to support our custom home building and property services operations. This hybrid role combines administrative support, customer service, light design and marketing responsibilities, and familiarity with Buildertrend and QuickBooks Online (QBO). The ideal candidate will have experience in construction or property services, strong organizational skills, and the ability to multitask efficiently. A background in design or marketing is a plus. Flexibility is essential, as the role requires occasional travel to McCall at varying times based on project needs.

Key Responsibilities:

Administrative Support

• Provide general administrative support for custom home building and property service projects, including scheduling, managing correspondence, and organizing records.
• Prepare, track, and organize project documentation such as contracts, permits, change orders, and invoices.
• Maintain accurate project budgets, timelines, and subcontractor invoices using Buildertrend and QBO.
• Organize and update project files, ensuring that documentation is accurate and easily accessible.
• Manage and streamline office systems, ensuring all processes are organized and efficient.

Customer Service

• Serve as the main point of contact for client inquiries, offering exceptional service via phone, email, and in-person communication.
• Provide clients with regular updates on project progress, timelines, and schedules through Buildertrend and other communication tools.
• Address client concerns and requests in a timely and professional manner to ensure a positive experience.

Design and Marketing Support

• Assist in the creation of marketing materials, such as brochures, flyers, and social media posts, to promote our custom home building and property services.
• Help maintain and update the company’s online presence, including the website and social media platforms.
• Contribute to light design tasks, including formatting presentation materials and minor graphic edits.
• Assist in preparing client presentations, showcasing design concepts and project details.

Construction and Property Services Support

• Maintain project files and ensure all relevant documentation is up-to-date in Buildertrend.
• Coordinate with project managers, subcontractors, and clients to ensure deadlines are met and potential issues are resolved.
• Track project progress and ensure compliance with company policies, safety standards, and local regulations.

Financial Support

• Assist in invoicing and tracking payments usingQuickBooks Online (QBO).
• Monitor budgets and financial reports, providing support in tracking project costs and subcontractor payments.
• Ensure timely processing of payments and proper documentation for accounting purposes.

Travel and Flexibility

• This position will require occasional trips to McCall for site visits, meetings, and project-related needs.
• The candidate must be flexible with timing, as travel schedules may change based on project demands and client needs.

Qualifications:

Required:

• Proven experience in administrative, customer service, or related roles.
• Strong organizational skills and the ability to multitask effectively.
• Excellent verbal and written communication skills.
• Ability to manage tasks and meet deadlines with a high level of attention to detail.
• Experience using Buildertrend or similar project management software.
• Familiarity with QuickBooks Online (QBO) for invoicing, tracking payments, and financial management.

Preferred:

• Experience in construction, property services, or a related field.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Knowledge of graphic design tools (e.g., Canva, Adobe Creative Suite).
• Familiarity with social media management and digital marketing.
• Experience with project management or scheduling software is a plus.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 20 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: Hybrid remote in McCall, ID 83638

Salary : $18 - $22