Administration Assistant

2 weeks ago

Irvine, United States The Contractor Consultants Full time
Keep Our Projects Running Smoothly - Join Capital Edge Construction as an Administrative Assistant

Company Name: Capital Edge Construction

Job Title: Administration Assistant

Job Type: Full-Time (8:00 am - 5:00 pm)

Salary: Competitive salary ,based on experience

Job Description:

The Capital Edge is seeking a detail-oriented and motivated Office Assistant to join our team. The successful candidate will support our office operations and ensure a smooth workflow by performing a variety of administrative tasks. This role requires strong organizational skills, excellent communication, and a customer-focused attitude.

Key Responsibilities:
  • Perform general office tasks, including filing, copying, faxing, and correspondence, to maintain organized and efficient operations.
  • Collaborate with colleagues, both office staff and foremen, to assist with various tasks as needed.
  • Answer incoming calls pleasantly and courteously, distribute messages, and follow up on phone messages promptly.
  • Serve as the initial point of contact for customers, representing the company professionally and providing answers to general inquiries, thereby creating a positive customer experience.
  • Schedule, estimate appointments, coordinate with customers, and ensure accuracy in timing and information.
  • Send pre-appointment materials to introduce the company and prepare customers for estimate visits.
  • Maintain accurate records of estimated appointments, ensuring timely follow-ups and effective scheduling.
  • Coordinate and send scheduling packets to customers after scheduled job appointments, requesting necessary documents, color selections, and lead information.
  • Express gratitude by sending "Thank you for Referral" gifts to customers and documenting such interactions.
  • Update and manage the customer database to ensure the accuracy and accessibility of information.
  • Invoice progress payments as well as process credit card payments securely and efficiently, using Quickbooks.
  • Assist in typing proposals and job scopes to support the sales and estimation process.
  • Contribute to cost accounting tasks such as job costing, foreman summaries, and 50% job tracking.
  • Support marketing efforts by conducting research, tracing data, printing materials, and mailing Neighborhood Cards.
  • Monitor and replenish office supplies including pens, sticky pads, envelopes, folders, and other essential items.4
  • Prioritize and respond promptly to requests from fellow employees to maintain efficient cross-functional collaboration.
  • Operations Metric Reporting: Keep a finger on the pulse of our operations, generating and analyzing metrics to drive efficiency and quality.
  • Permit Applications: Ensure compliance by managing the permit application process for installations.
  • Customer Communication: Be the primary point of contact for customers, guiding them through the installation process with clarity and expertise.
  • Production Schedule Management: Take charge of the installation production schedule, ensuring timely completion of projects.
  • Crew Coordination: Communicate with our skilled crew to track any changes to the installation or schedule, ensuring smooth progress.
  • Logistics Support: Facilitate equipment and material deliveries, keeping a detailed record and effectively communicating arrivals to the team.
  • Warehouse Organization: Assist in maintaining warehouse organization, working closely with the crew to optimize efficiency.

Qualifications:
  • Punctuality and a strong work ethic are essential; arriving on time and prepared for the day.
  • Proficiency in using office technology, including computers and Microsoft Office applications (Word, Excel, Outlook), as well as Adobe.
  • Willingness to learn and adapt to feedback, both positive and corrective, to continuously improve performance.
  • Excellent phone etiquette and interpersonal skills, projecting a courteous and professional demeanor.
  • Strong organizational abilities and effective communication skills.
  • Ability to work independently and collaboratively as part of a team.
  • Demonstrated organizational skills and attention to detail.
  • Positive attitude, adaptability, and a customer-focused approach.
  • Previous office experience or relevant education is a plus.
  • Exceptional Organization Skills: Keep operations streamlined and efficient with your top-notch organizational abilities.
  • Excellent Communication: Bridge gaps between team members, customers, and stakeholders with clear and effective communication.
  • Execution Accountability: Possess a "get things done" mindset, taking ownership of tasks and seeing them through to completion.
  • Attention to Detail: Exhibit a persistent dedication to precision and thorough follow-up.
  • Strong Work Ethic: Bring a diligent and committed approach to your role, setting an example for the team.
  • Team Focus: Understand that the collective output of the team is more valuable than individual contributions.

Requirements (Tools we use, no experience required):
  • Dash CRM: Proficient in using Dash CRM to manage customer interactions, track project lifecycles, and generate reports.
  • Matterport 3D Software: Skilled in creating 3D models and virtual tours using Matterport for property documentation and client presentations.
  • Xactimate: Experienced in generating detailed cost estimates for property repairs and restoration projects using Xactimate.
  • Encircle: Competent in documenting property conditions, managing claims, and organizing data through the Encircle platform.
  • Google Suite: Proficient in Google Docs, Sheets, Drive, and Calendar for collaboration, organization, and efficient task management.

Benefits:
  • Medical, Dental, and Vision Insurance.
  • Hybrid and Flexible Schedule.
  • 401k + (After 1 year).
  • Paid Time Off (Holidays, Vacation, Sick Days).

Ready to Make a Difference? Join Capital Edge Construction Today

If you're organized, motivated, and ready to take on an exciting role in a dynamic construction environment, we want to hear from you Be a part of a company that values teamwork, innovation, and professional growth. Apply now to become our next Administrative Assistant and start building your career with Capital Edge Construction.

Take the first step-submit your application today

As an equal opportunity employer, we prioritize diversity in our workforce, recognizing that innovation thrives on varied perspectives. We embrace individuals from diverse backgrounds, including ethnicity, religion, and education, without regard to race, age, gender, or sexual identity.Learn More

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