What are the responsibilities and job description for the Construction Administrative Assistant position at Trinity Building and Designs?
At DBL Family of Companies (Douglas Brooke Homes / Trinity Building and Designs), we’re currently looking for an construction administrative assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to leaders. Given the dynamic nature of the construction landscape, we rely on executive assistants to be flexible and consistent while maintaining confidentiality.
Objectives of this role
- Support the COO (Chief Operating Officer) primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
- Maintain and refine internal processes, and coordinate internal and external resources to expedite workflows.
- Manage communication with employees by liaising with internal and external executives on various projects and tasks.
- Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
Responsibilities
- Meet daily with COO to discuss the upcoming agenda providing daily and weekly to-dos for/with the COO to best prioritize their time. Arrange and coordinate travel for the COO and other executives.
- Assist the COO with assigned special projects, research, and proposals.
- Monitor changes to local codes and ordinances and communicating updates.
- Streamline communication between the CEO, key team members and Trade Partners.
- Provide Administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the COOs behalf.
- Organize meetings, including scheduling, sending reminders, and organizing supplies and meals when necessary.
- Maintain record of all meeting minutes, distributing to key parties following the meeting with clear action items outlined.
- Maintain effective systems and processes for simplified document management.
- Provide calendar management by coordinating the COO's schedule, including making appointments and prioritizing the most time sensitive matters.
- Provide administrative and office support, such as preparing documents, spreadsheet creation, and maintenance of cloud filing system.
Required skills and qualifications
- Two or more years of experience in Residential/ Commercial construction industry.
- Experience in an administrative role reporting directly to upper management.
- Experience in preparation of bids a plus.
- Excellent written and verbal communication skills.
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
- Proficiency with office productivity tools and an aptitude for learning new software and systems.
- Flexible team player, willing to adapt to changes and unafraid of challenges.
- Ability to maintain professionalism and strict confidentiality of information related to the company and its employees.
Benefits:
DBL Family of companies provides benefits for full-time employees, including:
- Medical insurance with HSA Options
- Dental and Vision insurance
- Telemedicine service
- Short and Long Term Disability
- Life Insurance
- Indemnity plan options (Accident, Critical Care, Hospitalization)
- Up to 8 paid holidays/year*
- 80 hours of Paid Time Off (PTO)*
*Paid holiday and PTO effective after your 90-day introductory period.
Salary : $22 - $24
