Administrative & Executive Assistant

San Rafael-based construction company is seeking a highly organized and proactive Executive Assistant / Construction Administrative Coordinator to provide direct support to our General Manager and assist with day-to-day administrative and project coordination needs.

This is a full-time, in-office position for someone who is dependable, resourceful, detail-oriented, and comfortable working in a fast-paced construction environment where priorities can change throughout the day.

Responsibilities
* Provide administrative and executive support to the General Manager
* Receive and process incoming bid requests by phone, email, and online platforms
* Gather project information and documentation needed for estimating and preliminary project review
* Obtain vendor and supplier pricing and assist with ordering construction materials
* Schedule appointments, site visits, inspections, meetings, and other project-related activities
* Coordinate and communicate with clients, engineers, inspectors, vendors, subcontractors, and field personnel
* Assist with project documentation, correspondence, proposals, contracts, and other administrative paperwork
* Track pending items and follow up with clients, vendors, engineers, inspectors, and other parties as needed
* Maintain organized electronic and physical project files
* Assist with permits, inspections, and other project coordination as needed
* Support special projects, including marketing, safety, and general company initiatives
* Receive, sort, and distribute incoming mail and deliveries
* Help maintain an organized, professional, and well-stocked office
* Perform general clerical and administrative duties as needed
* Assist management with additional projects and assignments as priorities arise

Skills & Qualifications
* Strong verbal and written communication skills
* Excellent organizational skills and attention to detail
* Strong follow-up skills and ability to keep track of multiple open items
* Ability to multitask, prioritize, and manage deadlines in a fast-paced environment
* Resourceful and proactive approach to solving problems
* Self-starter who can work independently while also collaborating with a team
* Comfortable communicating with clients, vendors, engineers, inspectors, and construction personnel
* Proficiency with Microsoft Office, particularly **Excel, Word, and Outlook**
* Ability and willingness to learn new software and administrative systems
* Interest in construction and the building trades
* Construction industry experience is a plus
* Experience with construction plans, permits, proposals, contracts, or project documentation is a plus
* Bilingual English/Spanish is a plus

Education & Experience
* High school diploma or equivalent required
* Associate’s or Bachelor’s degree is a plus but not required
* Minimum of one year of administrative experience a plus

* Previous administrative experience with a construction, engineering, architecture, or related company is a plus

Compensation

Starting pay $27-$29 hour depending on qualifications

Benefits include health Insurance, dental and vision, Vacation, paid Holidays

**Please reply with your resume and a brief introduction describing your work experience.**

Job Type: Full-time

Pay: From $27.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Education:

• High school or equivalent (Required)

Experience:

• Construction administrative: 1 year (Preferred)
• Construction estimating: 1 year (Preferred)

Language:

• Spanish (Preferred)

Location:

• San Rafael, CA 94901 (Preferred)

Ability to Commute:

• San Rafael, CA 94901 (Required)

Work Location: In person