What are the responsibilities and job description for the Project Coordinator/Administrative Assistant position at Mastercraft Ventures LLC?
Office Assistant
Responsibilities:
- Performs clerical tasks such as answering telephones, handling mail, operating office equipment and maintaining office supplies. Greets visitors that arrive to the office.
- Maintain organized filing systems and document management. Maintain and organize office files, both physical and electronic.
- Assist in maintaining project timelines in programs.
- Prepare and manage documents, contracts/proposals, and invoices.
- Coordinate with suppliers and vendors.
- Answer and direct phone calls, take messages, and respond to inquiries.
- Plan and schedule appointments.
- Schedule appointments and meetings for project managers and estimator.
- Provide administrative support to the team.
- Follow up with Clients and Leads
- Assist with special projects as assigned.
- Manage office supplies inventory and place orders as needed.
- Cross train with other members in order to provide back-up support.
- Handles Accounts Payable function to include obtaining approvals for invoices, entry into the accounting system, mailing check payments, and reconciling vendor statements.
- Handles Accounts Receivable function to include contacting customers to follow up on past due invoices, preparing lien notices and filings, ensure proper and timely filings, and releases. Keeps management informed on collection statuses. Coordinate with internal project managers to resolve invoice discrepancies and corrections.
- Special projects as assigned.
- Ability to work independently with minimal supervision.
Requirements:
Skills/Qualifications:
- Attention to detail and accuracy.
- Knowledge of home remodeling or construction industry (preferred, but not required).
- Ability to prioritize and multitask.
- Excellent Computer Skills
- Excellent written and verbal communication skills
- Strong attention to detail
- Strong organizational skills
- A High School Diploma, or equivalent.
- Proficient with Excel and Microsoft Office.
- Ability to work under pressure to meet deadlines in a fast-paced, dynamic environment while managing multiple tasks.
- Ability to be results-oriented, taking initiative to make things happen, accept accountability, and have a “can do” attitude.
- Bilingual is a plus.
- Proficient in using phone systems to handle incoming calls professionally.
- Excellent proofreading skills to ensure accuracy in written communications.
- Strong customer service skills to interact with visitors and provide assistance as needed.
- Experience working at a front desk or receptionist role is a plus.
- Knowledge of office procedures and clerical tasks.
- Familiarity with electronic signature software such as Adobe.
- Familiarity with QuickBooks or other accounting software is a plus.
This position requires strong organizational skills, attention to detail, and the ability to multitask effectively. The ideal candidate will be proactive, professional, and able to maintain confidentiality. Excellent communication skills are essential for this role.
If you are looking for a challenging administrative position in an office environment, we encourage you to apply.
If you meet these qualifications and are ready to contribute your skills, we invite you to apply for this position.
We look forward to reviewing your application.
Job Type: Full-time
Pay: $16.00 - $17.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- Paid time off
Schedule:
- 8 hour shift
Work Location: In person
Salary : $16 - $17