Administrative Assistant

3 weeks ago

Waltham, United States Green Bay Remodeling Inc. Full time

**About us**:
Green Bay Remodeling Inc. is an award-winning home remodeling and renovating company with an outstanding design to build portfolio in the San Francisco Bay Area, So-Cal, Austin area, and now offering services in **Waltham, Massachusetts **and its surrounding cities. We provide and ensure services are customized to serve all our projects. We deliver remarkable designs and successful builds with our unique processes that result in a noteworthy client satisfaction rating.

**About the role**:
This is an excellent opportunity for someone highly organized, detail-oriented, and thrives in a fast-paced environment. If you meet the requirements above and are looking for a challenging yet rewarding role we would love to hear from you

**Responsibilities are but not limited to**:

- Provide comprehensive administrative support to our executive team
- Manage and maintain executive calendars, including scheduling appointments, meetings, and business travel arrangements
- Coordinate and organize meetings, conferences, and events when requested
- Prepare and edit correspondence, reports, presentations, and other documents
- Conduct research and compile data as needed
- Assist with personal tasks such as errands, reservations, and personal appointments
- Maintain confidentiality of sensitive information
- Enter contracts, referrals, change orders into all our CRM Softwares
- Enter Checks into all our CRM Softwares
- Open Correspondence and issue checks for bills
- Schedule/Cancel/reschedule building inspections as requested
- Track and Add all expenses into all our CRM Softwares
- Update job board with projects update
- Send out invoices from Vendors/Contractors for project managers approval
- Issue payments for vendor or contractors as requested by Branch Manager
- Update Deposits into all our CRM Softwares
- Enter all purchases made with credit card into Credit Card Expenses Sheet
- Make sure all the purchases made are entered into all our CRM Softwares
- Obtain W9 and other information for new vendor/ contractor and add into all our CRM
- Softwares
- Assist clients, project managers and Executives with any questions and concerns.
- Order office materials when needed
- Assist Executives and Project Managers with any job-related questions or requests.
- Renew insurances and Licenses
- Assist with obtaining W4’s and 1099’s
- Assist with looking for unauthorized or not notified transactions not entered in our systems.
- Assist Executive with **Personal Assistant** tasks such as managing personal correspondence, manage home bills, scheduling personal vehicle maintenance, coordinating travel arrangements, personal taxes, etc.

**Requirements**:

- Proven experience as an administrative assistant or a similar role
- Strong organizational skills with the ability to prioritize tasks effectively
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite
- Excellent communication skills, both written and verbal
- Exceptional attention to detail and accuracy
- Ability to multitask and adapt to changing priorities in a fast-paced environment
- Strong customer service orientation with a professional and approachable demeanor
- Knowledge of office management systems and procedures
- Ability to handle confidential information with discretion

**Please note we currently do not offer benefits other than what is required by law***

Pay: $20.00 - $29.00 per hour

Expected hours: 38 per week

**Benefits**:

- Employee discount

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- No nights
- No weekends

**Experience**:

- Construction: 1 year (required)
- Office management: 2 years (required)

Work Location: In person

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