Executive Assistant / Office Coordinator (Construction Company)

Administrative Assistant / Office Coordinator (Construction Company) – In-Office Position

Job Description

We are a growing construction company seeking a reliable, detail-oriented, and proactive individual to handle daily administrative operations while providing direct support to the owner. This is a full-time, in-office position. The ideal candidate will be organized, professional, and capable of managing office tasks, scheduling, customer communications, and our online business presence.

In addition to supporting the daily operations of the office, this role will work closely with the owner to help manage schedules, organize priorities, keep projects on track, and improve overall efficiency. We are looking for someone who can anticipate needs, stay one step ahead, and help keep both the business and the owner’s day running smoothly.

Responsibilities

• Answer and manage incoming phone calls, emails, and messages.
• Schedule appointments, site visits, meetings, and project timelines.
• Manage and update Excel spreadsheets (budgets, schedules, materials, etc.).
• Organize documents, permits, contracts, and project files.
• Assist with invoicing, payments, and basic bookkeeping (if needed).
• Communicate with clients, subcontractors, and suppliers.
• Manage and update company profiles on Google Business and Yelp.
• Request and follow up on customer reviews.
• Respond professionally to Google and Yelp reviews.
• Upload project photos and keep business information up to date.
• List items for sale on OfferUp, eBay, and other online marketplaces.
• Keep the office organized and running efficiently.
• Provide direct administrative support to the owner.
• Manage the owner’s calendar, appointments, meetings, and daily schedule.
• Help prioritize daily tasks, deadlines, and follow-ups to ensure nothing falls through the cracks.
• Track action items and follow up with clients, subcontractors, suppliers, and team members.
• Help create and maintain organized systems for projects, paperwork, and daily operations.
• Coordinate travel arrangements, meetings, and personal appointments when needed.
• Assist with both business and occasional personal scheduling and organization.
• Recommend improvements to office systems and processes to increase efficiency.

Qualifications

• Strong communication and organizational skills.
• Proficient in Microsoft Excel, Word, and email systems.
• Prior administrative or office management experience (construction industry a plus).
• Experience managing Google Business Profile and Yelp preferred.
• Ability to multitask and prioritize tasks effectively.
• Reliable, punctual, and professional.
• Highly organized with exceptional time-management skills.
• Able to work independently and anticipate the owner’s needs.
• Strong problem-solving skills and attention to detail.
• Trustworthy and capable of handling confidential information with discretion.
• Must speak fluent English (Spanish is a strong plus).

Job Type: Full-time

Work Location: In person

Pay: $20.00 - $25.00 per hour

Work Location: In person