Administrative Assistant

Job Description

REQUIREMENTS

• Proven experience in office administration or clerical roles with strong organizational skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools
• Excellent computer literacy with the ability to learn new software quickly
• Strong typing skills with high accuracy; familiarity with data entry processes
• Exceptional customer service skills combined with professional phone etiquette on multi-line phone systems
• Ability to manage time efficiently while handling multiple priorities in a fast-paced setting
• Attention to detail for proofreading documents and maintaining accurate records
• Experience in office management or as a personal assistant enhances your candidacy
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Proficient in Google Docs and basic computer applications.
• Ability to work independently in a remote environment.
• Strong attention to detail and ability to meet strict deadlines.
• Professional phone etiquette and customer service skills.
• Previous administrative, office, or proposal-writing experience is preferred but not required
• Previous experience in project construction management, HVAC, construction administration, or a related field is preferred.
• Proficiency in Gmail, Yahoo Mail, Microsoft Word, and Google Docs for preparing proposals, managing correspondence, and maintaining documentation.
• Minimum of a High School Diploma required; an Associate’s Degree in Business Administration, Construction Management, or a related field is preferred.
• Excellent verbal and written communication skills with the ability to interact professionally with contractors, clients, and company leadership.
• Strong organizational and time management skills with the ability to prioritize multiple projects and meet deadlines.
• Ability to work independently in a remote environment while maintaining accuracy and productivity.
• Attention to detail and commitment to producing high-quality work.

RESPONSIBILITIES

• Handle data entry tasks accurately using Microsoft Office, Google Workspace, and other office software
• Maintain organized filing systems, both digital and physical, ensuring easy retrieval of documents
• Support calendar management by scheduling appointments, meetings, and coordinating events
• Provide excellent customer service by supporting clients, vendors, and team members promptly and courteously
• Perform clerical duties such as proofreading documents, managing correspondence, and preparing reports
• Offer personal assistant support as needed to executives or team members to optimize their productivity
• ● Prepare and complete 5–10 contractual proposals (bids) per day using Google Docs.
• ● Ensure all proposals are completed accurately and submitted before their expected due dates.
• ● Conduct professional follow-up phone calls with contractors after bids have been submitted.
• ● Work closely with the company owner through virtual communication to prioritize assignments and meet deadlines.
• ● Maintain organized proposal records and documentation.
• ● Communicate effectively with contractors and clients while providing excellent customer service.
• ● Perform other administrative duties as assigned.

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