Construction Administrative Assistant

Homes by WestBay & Casa Fresca Homes offer a new kind of home building experience with a focus on delivering an exceptional homebuilding experience at an outstanding value. Recognized both nationally and regionally for our award-winning new home designs, we offer new single-family homes for sale throughout the finest new communities within the greater Tampa Bay area. Founded in 2009, we have evolved into the largest, privately owned new homebuilder in the Tampa Bay and Central Florida markets. 

The Construction Administrative Assistant's responsibilities include managing the company BuildPro job start process, handling essential forms and document postings promptly, compiling and updating reports, performing data entry, coordinating with Construction Managers, maintaining files, and answering phones. The role demands strong multitasking skills and a results-driven approach in a team environment. The ideal candidate should be self-motivated, detail-oriented, and maintain a positive, can-do attitude.

Responsibilities:

• Provide general support to the Permitting team, Director of Construction Services, Director(s) of Construction, and the field construction team.
• Maintain and update online BuildPro lot specific files for ongoing construction projects.
• Work on special projects as assigned by department heads.
• Prepare presentation materials for team meetings.
• Compile and maintain production tracking reports using information from Construction Managers and BuildPro reports.
• Maintain BuildPro Templates.
• Assign Buildpro jobs and forms to construction team.
• Collect updated information from the field regarding Production.
• Offer administrative assistance to Construction Managers as needed.
• Update BuildPro tasks and data as directed.
• May assist the warranty and quality assurance departments.
• May be responsible for coding invoices and distributing for approval.
• Assist Director of Construction Services in gathering and maintaining community intro information.

Requirements

• High School Diploma or equivalent required.
• Valid Driver’s License with a clean driving record.
• At least 2 years of administrative experience required.
• Professional attitude required to positively represent the company.
• Proficient in PC skills, including Microsoft Word, Excel.
• Strong follow-up, communication (both written and verbal), and time management skills.
• Ability to handle multiple tasks with simultaneous deadlines professionally.
• Demonstrates a strong work ethic, integrity, and the ability to work effectively under pressure.
• Team player with the capability to perform well in high-pressure situations.