Executive Assistant

3 weeks ago

Eden Prairie, Minnesota, United States HAVEN BUILDERS LLC Full time

Job Summary:

We are seeking an experienced and detail-oriented Executive Assistant to join our team at Haven Builders LLC. As an Executive Assistant, you will play a key role in maintaining the efficiency of our office environment.

Key Responsibilities:

  • Manage and coordinate office activities, including scheduling meetings, handling correspondence, and preparing reports.
  • Oversee office supplies and inventory, ensure equipment is in good working condition, and maintain a clean and organized workspace.
  • Serve as the primary point of contact for internal and external communications, including answering phones, managing emails, and greeting visitors.
  • Assist in filing, data entry, and document preparation, ensuring accuracy and confidentiality.
  • Maintain vendor files and compliance with company policies and procedures.
  • Help with onboarding new employees and coordinating staff events.
  • Address and resolve administrative issues and escalate matters as needed to ensure smooth operations.

Detailed Duties Include:

CUSTOMER SERVICE
  • Answer incoming calls to take in new jobs, answer questions, take messages and connect customers and vendors with the appropriate staff member.
  • Participate in the accounts receivable process including following up with clients on unpaid invoices, preparing lien statements and court filings.
VENDOR MANAGEMENT
  • Maintain subcontractor and vendor files to validate compliance with company requirements.
  • Assist with the administrative onboarding of all new subcontractors and vendors.
  • Manage the input process of vendor invoices through Bill.com to ensure they are being thoroughly and accurately inputted and assigned to the right approver.
NEW EMPLOYEES
  • Assist with on-boarding new employees.
  • Orienting new employees to the organization with such tasks as setting up designated log-ins, workstation, email address, issuing their company provided equipment and making them feel welcomed.
OFFICE MANAGEMENT
  • Maintaining organized online filing systems.
  • Support with office needs to keep office running smoothly including such tasks as managing 'house rules', managing cleaners, maintenance requests, utilities and office supplies.
  • Maintain vehicle trackers to ensure current with registrations, schedule maintenance, insurance, drivers, etc.
  • Greet office visitors.
  • Manage office email and mail to ensure accurate filings and communicate necessary required action to the appropriate personnel.

Estimated Salary: $55,000 - $65,000 per year, depending on experience and qualifications.

About Us: Haven Builders LLC is a dynamic construction company dedicated to delivering exceptional results and building lasting relationships with our clients and community. We offer a competitive salary and benefits package, as well as opportunities for professional growth and development.

What We Offer:

  • A fast-paced and collaborative work environment.
  • The opportunity to work with a talented and experienced team.
  • A comprehensive benefits package, including health insurance, retirement plan, and paid time off.
  • Professional development opportunities, including training and education programs.
  • A fun and supportive work culture, with regular social events and team-building activities.

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