What are the responsibilities and job description for the Executive Administrative Assistant position at Luxury Builders Group LLC.?
We are seeking an experienced and highly organized Administrative Executive Assistant to support senior management in a General Contractor business within the construction industry. This role is critical for managing administrative, operational, and strategic tasks, ensuring the smooth operation of projects and day-to-day business activities. The ideal candidate will have hands-on experience with permit applications, construction software, QuickBooks, and Notary Public certification. This is an exciting opportunity for a detail-oriented professional to contribute to a dynamic and fast-paced construction business.
-Oversee daily office operations, ensuring efficiency and adherence to company policies in a construction environment.
-Manage schedules, appointments, site visits, deliveries, and meetings for senior management.
-Proficient with standard office software like Microsoft Office Suite and Google Workspace.
-Implement and maintain Standard Operating Procedures (SOPs) to optimize workflows and increase operational effectiveness.
-Prepare, submit, and track construction-related permits, ensuring timely approval and compliance with local regulations.
-Coordinate the approval process of forms by the client for permitting.
-Manage and organize Notice of Commencement (NOC), Notice of Approval (NOA), product approvals, property appraiser documents, plans, and owner information.
-Maintain licensing and insurance compliance for the company, General Contractors, and Subcontractors, ensuring all documentation is up to date.
Oversee OSHA-compliant safety programs by coordinating subcontractor training, monitoring site safety, and ensuring adherence to industry standards.
-Utilize construction management software (e.g., Houzz Pro, Procore, Buildertrend, PlanGrid, etc.) and QuickBooks Online to manage financial records, including invoicing (AR), expense tracking (AP), and reporting.
-Prepare, submit, and track invoices, Purchase Orders (PO), and Change Orders (CO).
-Manage vendor and subcontractor relationships, negotiate pricing, draft contracts, and maintain positive partnerships to support project success.
-Act as the primary liaison between senior management and clients, vendors, subcontractors, HOAs, city officials, and county representatives.
-Handle Customer Relationship Management (CRM) tasks to build and maintain strong client relationships.
-Demonstrate excellent phone etiquette and manage all incoming calls, inquiries, and correspondence professionally.
-Create and maintain organized filing systems for contracts, permits, and project documentation to ensure accessibility.
-Notarize forms and legal documents required for construction and business operations.
-Monitor and manage office supply inventory, ensuring materials are available when needed.
-Assist with marketing initiatives by creating promotional materials and managing the company’s social media presence.
-Provide guidance and support to staff members, fostering a collaborative and productive work environment.
-Coordinate team operations to ensure deadlines and quality standards are met on all projects.
Qualifications
-Proven experience (references needed) as an Executive Assistant within the construction or General Contractor industry (minimum 3-5 years).
-Hands-on experience with permit applications, construction management software (e.g., Houzz Pro, Procore, Buildertrend, PlanGrid, or similar), and QuickBooks Online.
-Notary Public certification.
-Exceptional organizational and multitasking skills, with the ability to manage multiple projects and deadlines.
-Excellent written and verbal communication skills.
-Strong attention to detail and ability to maintain confidentiality.
-Familiarity with construction processes, including contracts, safety standards, and compliance.
Benefits and Compensation
-Competitive salary commensurate with experience
-Paid time off
-Professional growth opportunities in a collaborative and fast-paced construction environment.
How to Apply
To apply, please submit:
- An updated resume highlighting relevant construction industry experience.
- A brief cover letter explaining why you are the ideal candidate for this role.
Admin@luxbuildersgroup.com