We are a growing, family-owned construction firm seeking a highly organized and proactive professional to serve in a dual role combining executive administrative support and office management. This position is central to the day-to-day efficiency of the business, supporting leadership while ensuring smooth office operations, tech forward focus, financial awareness, and process improvement.
The ideal candidate is a self-starter, detail-oriented multitasker who thrives in a fast-paced environment, communicates clearly, and is confident working with vendors, clients, and internal stakeholders. Technology forward focus is critical to success.
Key Responsibilities
Executive & Administrative Support
- Manage multiple calendars with precision, including scheduling, coordination, and prioritization.
- Manage email volume and prioritization.
- Prepare correspondence, reports, and internal/external communications.
- Support leadership and family stakeholders with administrative and operational needs.
- Maintain organized records, documents, and contracts through the use of technology.
- Assist with meeting coordination, agendas, and follow-ups.
Office Management & Operations
- Oversee daily office operations to ensure efficiency and professionalism.
- Act as a point of contact for staff, vendors, and clients.
- Manage office systems, supplies, and vendor relationships.
- Develop and improve administrative processes and workflows.
- Coordinate with the finance leader on reporting, documentation, and financial tracking.
Financial & Business Support
- Read and interpret basic financial statements and reports.
- Assist with budgeting awareness, cost tracking, and identifying cost-saving opportunities.
- Support contract review processes and confidently ask questions or renegotiate terms when appropriate.
- Maintain accurate records in accounting and inventory systems.
Inventory & Systems Management
- Manage and track inventory using Spruce (or similar systems)
- Ensure accuracy in inventory reporting and reconciliation.
- Generate reports and analyze data to support decision-making.
- Identify inefficiencies and propose process improvements.
Project & Time Management
- Coordinate timelines, priorities, and deliverables across multiple projects while advancing technology across the company.
- Implement and maintain effective time management systems and processes.
- Ensure deadlines are met and follow up on outstanding tasks.
- Jump in and contribute to a variety of office and field related help.
- Consistently “turn up” as a problem solver.
Required Skills & Qualifications
- Proven experience in an administrative, office management, or operations role (construction industry a plus)
- Strong proficiency in technology, including:
- Microsoft Office Suite (especially Excel, Outlook, Word)
- QuickBooks or similar accounting software
- Spruce inventory system (or comparable ERP/inventory tools)
- Advanced Excel skills (reporting, data organization, basic analysis)
- Ability to read and understand financial reports.
- Excellent written and verbal communication skills
- Strong organizational and multitasking abilities
- Confidence in problem-solving and decision-making
- Ability to manage multiple calendars and priorities simultaneously.
- Experience with contract review and vendor coordination
- Must be able to lift up to 50 lbs. as needed for office-related ordering and inventory needs.
Preferred Qualifications
- Spanish language skills (helpful but not required)
- Experience in a family-owned or small business environment
- Background in construction or related industries
- Demonstrated success in process improvement initiatives.
Work Style & Attributes
- Self-starter with an elevated level of initiative
- Friendly, approachable, and professional with staff, vendors, and clients
- Receptive to feedback and able to collaborate with family members and leadership.
- Detail-oriented with strong follow-through.
- Adaptable and comfortable wearing multiple hats.
Schedule
Full-time, in-office
Hours: 7:00 AM – 3:00 PM or 8:00 AM – 4:00 PM
