Administrative Assistant

Job Summary:

The ideal candidate will be a hard-working professional with excellent communication skills, able to undertake a variety of administrative tasks and work diligently under pressure in an office and sometimes offsite setting depending on the scope of the project.  The successful candidate will play a key role in supporting the smooth operations of the day-to-day challenges with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results. Additionally, they will facilitate communication between corporate, sales, construction and operations to promote an efficient platform.  Experience with obtaining bids from vendors for various projects, reading plans and a construction mindset is a plus. 

Primary Responsibilities:

• Manage day-to-day administrative tasks, including but not limited to purchasing, internal communications, inventories, daily production and maintaining production schedules, etc.
• Assist with the procurement process, including researching suppliers, obtaining quotes and placing orders for materials and supplies.
• Track inventory levels, ensuring that production materials and supplies are ordered and available to avoid delays.
• Negotiate pricing and terms with vendors to optimize costs and delivery schedules.
• Collaborate with the warehouse team to ensure efficient production scheduling, workflow optimization, and resource allocation and troubleshoot operational issues and escalate to the Executive Administrator if needed.
• Assist with the coordination of special projects.
• Communicate with corporate office regarding invoicing and other matters as required.
• Assist in monthly inventories and prepare end of month reports.
• Provide general support to visitors who visit the office.
• Maintain a clean, neat, and public ready area.
• Other duties as assigned.

Minimum Qualifications:

• Minimum 5 years in business administration, operations management, construction, or related field preferred.
• CRM experience is preferred.
• Must be able to read and understand English and be proficient in business communications.
• Excellent computer skills with experience in MS Office (especially Outlook and Excel) is required.
• Ability to work with limited supervision and achieve results.
• Must be detail oriented; possess superb follow-up and auditing skills.
• Must have ability to prioritize and multi-task in a fast-paced work environment.
• Must have clear and concise verbal communication skills.

Key Competencies:

• Problem-solving and critical thinking
• Strong attention to detail
• Ability to work both independently and as part of a team
• Adaptability in a fast-paced, dynamic environment
• Negotiation skills
• Confidentiality

Featured benefits

• Medical insurance
• Vision insurance
• Dental insurance

Life Insurance