Admin and Project Assistant-Construction Office

2 weeks ago

Martinez, California, United States Built Right Construction and Design Full time

Admin and Project Assistant-Construction Office

Location: Pacheco, CA

Job Type: Full -Time (Temporary up to 3 months, depending on the business needs.)

Reports To: Owner & Operations Manager

Job Summary

We are seeking a highly organized and detail-oriented Administrative and Project Assistant to support the day-to-day operations of our residential remodeling and restoration company. This position serves as a key liaison between clients, field staff, vendors, and internal departments, ensuring efficient project coordination, clear communication, and timely administrative support. Insurance experience is a plus

Key Responsibilities

Client & Staff Communication:

· Answer and respond to incoming phone calls, emails, and text messages from clients and field staff.

· Provide support and answers to inquiries regarding project updates, schedules, and concerns.

Scheduling & Coordination:

· Schedule appointments for the owner and remediation technician with clients.

· Coordinate and track inspections and construction permit applications.

Contract & Document Management:

· Create and prepare residential remodeling contracts, change orders, and work authorization forms (ATRs).

· Submit and track client estimates, progress payments, and record post-payments.

· Maintain accurate and current project documentation in internal systems.

Project & Payment Tracking:

· Maintain and update the Active Project Spreadsheet, tracking job progress, client payments, and materials orders.

· Notify the bookkeeper of client payments and provide project updates.

· Manage assignments through the Insurance Network Portal, tracking incoming and active projects.

Procurement & Materials Management:

· Order flooring materials and special items for client projects in a timely manner.

Accounting & Collections:

· Support general accounting activities by sending payment reminders and following up on outstanding balances.

Qualifications

· Previous experience in project coordination, administrative support, or a related field (construction or restoration experience preferred)

· Claim Insurance experience is a plus

· Strong communication and customer service skills

· Proficiency in Microsoft Office (Excel, Word, Outlook) and general office software

· Highly organized with excellent attention to detail

· Ability to manage multiple tasks and deadlines efficiently

· Knowledge of insurance claims or permitting processes is a plus

Compensation

Commensurate with experience.

Job Types: Full-time, Temporary, Contract

Pay: $ $25.00 per hour

Expected hours: 32 – 40 per week

Work Location: In person

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