Administrative Assistant & Operations Support

Company Description

Palo Alto Builders is a Family owned construction company, operated since 2008. We also run Palo Alto Blueprint which is our blueprinting service, and North County Builders is a premier construction company serving the surrounding region. Together, we offer high-quality construction and blueprinting services, and we are dedicated to providing excellence to our clients. We are currently seeking a highly organized, proactive, and customer-focused Office Assistant to join our team and support the operations of all three companies.

Role Description:

This is a part-time, on-site position at Palo Alto Builders located in Palo Alto, CA. As the Office Assistant, you will be an integral part of the day-to-day operations, primarily providing administrative support for Palo Alto Builders and Palo Alto Blueprint, with occasional tasks for North County Builders. You will play a key role in supporting me and the team by taking on various responsibilities to help manage the businesses more effectively. Your tasks will range from managing phone calls and customer inquiries to supporting sales efforts and running the blueprint business, with a key focus on QuickBooks and financial management.

Key Responsibilities:

• Customer Service: Answer phone calls, respond to emails, and manage customer inquiries for Palo Alto Builders, Palo Alto Blueprint, and North County Builders, providing exceptional service across all businesses.
• Sales Support: Make sales calls and follow up with leads to promote services.
• Blueprint Order Management: Process and manage blueprint orders for Palo Alto Blueprint, ensuring accuracy and timely delivery.
• QuickBooks Management: Assist with financial tasks, including invoicing, account reconciliation, and general bookkeeping in QuickBooks.
• General Administrative Support: Handle various office duties, including data entry, filing, scheduling, and assisting with any tasks needed to support the smooth running of the businesses.

Qualifications:

• Previous experience in an administrative role, preferably in a construction, blueprinting, or related environment.
• Proficiency in QuickBooks and basic financial management.
• Excellent communication skills, both verbal and written.
• Ability to multitask, prioritize, and handle multiple responsibilities for different companies.
• Strong organizational skills and high attention to detail.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and general office equipment.
• Ability to work efficiently in a fast-paced environment.
• Knowledge of or experience in the construction industry is a plus but not required.

Work Hours:

• Part-time, 20 hours per week.
• Monday to Friday, 8:00 AM - 12:00 PM