Administrative Assistant

Administrative Assistant / Office Coordinator

Location: 13832 North 32nd st

Company: Michael James Design Build & Michael James Building Supply

Employment Type: Full-Time - With lots of potential to grow.

About Us:

Since 2006, Michael James Design Build has evolved into a premier builder of high-end custom homes throughout Scottsdale and Paradise Valley. What began as a commitment to craftsmanship has grown into the creation of extraordinary residences that embody elegance, innovation, and timeless luxury. With in-house architecture, full-service interior design, and landscape expertise, we offer a seamless, turn-key experience tailored to every client's vision.

Our partner company, Michael James Building Supply, delivers durable, design-forward flooring built to enhance every space. From luxury vinyl plank and hardwood to tile and carpet, our products combine strength, style, and simplicity—crafted to perform beautifully for years to come.

Together, our companies represent a shared passion for quality, precision, and creativity in every detail.

We are seeking a dependable and detail-oriented Administrative Assistant / Office Coordinator to support our construction office operations. This role is essential to keeping communication, documentation, and daily workflow running smoothly across both companies.

Position Overview:

The Administrative Assistant will serve as the central hub of communication and organization for our office. This individual will manage administrative and receptionist duties, maintain our office systems, and support management and field teams through consistent coordination and reporting.

The ideal candidate is professional, proactive, and organized—with a sharp eye for detail and a basic understanding of construction or renovation processes. Familiarity with construction terminology and project flow will help this person effectively support our teams and communicate with vendors, subcontractors, and clients.

Key Responsibilities:Reception & Visitor Management

• Greet and manage all office visitors while preventing unauthorized access.
• Take notes during in-person or phone communications and route them to the appropriate person.
• Distribute paychecks to subcontractors, vendors, and employees as directed.

Communication & Information Management

• Answer incoming calls through RingCentral promptly and professionally.
• Monitor the sales email inbox for important communications and inquiries.
• Track and organize information shared across Slack channels, ensuring relevant data is stored in Google Drive.
• Monitor the HeyPros contractor platform for individuals seeking work or submitting bids.
• Notify management and relevant team members of new bids or inquiries received through HeyPros.
• Reach out to project teams throughout the day to gather daily progress updates.
• Use Google Gemini (AI assistant) to generate and send end-of-day recap reports to management.

Office Organization & Support

• Maintain and organize Google Drive folders for easy data access and retrieval.
• Ensure the office remains clean, organized, and professional.
• Run local store errands or supply pickups for management as needed.
• Provide administrative support to field and project management teams, including follow-up communication, material tracking, and documentation.
• Assist in reviewing simple renovation or material details as needed to ensure accuracy in reporting or documentation.

Qualifications:

• Must be bilingual.
• Proven administrative, receptionist, or office coordination experience (construction or design industry experience strongly preferred).
• Strong attention to detail and organizational skills.
• Basic knowledge of construction, renovation, or material terminology.
• Excellent verbal and written communication skills.
• Proficiency with Google Workspace (Drive, Docs, Sheets, Gmail).
• Comfortable using Slack, RingCentral, and other business communication platforms.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Professional, friendly demeanor with a proactive attitude.
• Reliable transportation (for occasional errands).

Schedule & Compensation:

• Full-time, on-site position.
• Hours: Monday–Friday, 7:00 AM – 4:00 PM.
• Competitive hourly pay based on experience.
• Opportunities for professional growth within a dynamic and expanding company.

How to Apply: If you're bilingual, organized, communicative, and enjoy being the go-to person who keeps an office running smoothly, with a great positive personality, we'd love to meet you

Please send your resume and a brief cover letter explaining why you're a great fit for this role

Job Types: Full-time, Internship

Pay: $ $22.00 per hour

Expected hours: No more than 40.00 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person