Constrcution Project Coordinator / Administrative Assistant

$49,199 - $53,292/Yr

Aycon - San Diego, CA

Full-time - Entry Level

San Diego, CA

Specialty Trade Contractors

About the position

We are seeking a dedicated and detail-oriented Administrative Assistant to join our team. The ideal candidate will possess strong organizational skills and a commitment to providing exceptional support to our staff and clients. This role involves a variety of administrative tasks that ensure the smooth operation of our office, making it essential for the candidate to be proactive and efficient.

Responsibilities

• Serve as the first point of contact for clients, addressing inquiries and providing exceptional customer service.
• Handle all email correspondence, ensuring timely and professional communication with clients, vendors, and team members.
• Submit estimates for construction projects, ensuring accuracy and completeness for client review.
• Create and issue invoices for completed work, monitoring payment schedules and following up on outstanding balances.
• Conduct follow-ups on submitted proposals, tracking their status and communicating updates to clients as necessary.
• Maintain an organized office environment, ensuring that all documents and materials are readily accessible and properly filed.
• Manage and update company tracking logs, including project timelines, budgets, and resource allocations.
• Assist in scheduling meetings and coordinating project timelines with stakeholders to ensure smooth operations.
• Support the project management team with administrative tasks, including document preparation, report generation, and data entry.
• Collaborate with cross-functional teams to facilitate communication and streamline project workflows.
• Collaborate with team members to streamline office operations and improve efficiency.
• Act as a personal assistant to senior staff when necessary, managing tasks and priorities effectively.

Requirements

• Previous experience as an administrative assistant or in a similar role is preferred.
• 4-year College Degree strongly recommended.
• Familiarity with medical receptionist duties is a plus but not required.
• Proficiency in computerized systems and software applications for office management.
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Excellent customer service skills, with a focus on building positive relationships with clients and colleagues.
• Attention to detail is crucial for proofreading and maintaining accurate records.

Benefits

• 401(k)