Administration Assistant - The Contractor Consultants

Keep Our Projects Running Smoothly - Join Capital Edge Construction as an Administrative Assistant!

Company Name: Capital Edge Construction

Job Title: Administration Assistant

Job Type: Full-Time (8:00 am - 5:00 pm)

Salary: Competitive salary ,based on experience

Job Description: 

The Capital Edge is seeking a detail-oriented and motivated Office Assistant to join our team. The successful candidate will support our office operations and ensure a smooth workflow by performing a variety of administrative tasks. This role requires strong organizational skills, excellent communication, and a customer-focused attitude.

• Perform general office tasks, including filing, copying, faxing, and correspondence, to maintain organized and efficient operations.
• Collaborate with colleagues, both office staff and foremen, to assist with various tasks as needed.
• Answer incoming calls pleasantly and courteously, distribute messages, and follow up on phone messages promptly.
• Serve as the initial point of contact for customers, representing the company professionally and providing answers to general inquiries, thereby creating a positive customer experience.
• Schedule, estimate appointments, coordinate with customers, and ensure accuracy in timing and information.
• Send pre-appointment materials to introduce the company and prepare customers for estimate visits.
• Maintain accurate records of estimated appointments, ensuring timely follow-ups and effective scheduling.
• Coordinate and send scheduling packets to customers after scheduled job appointments, requesting necessary documents, color selections, and lead information.
• Express gratitude by sending "Thank you for Referral" gifts to customers and documenting such interactions.
• Update and manage the customer database to ensure the accuracy and accessibility of information.
• Invoice progress payments as well as process credit card payments securely and efficiently, using Quickbooks. 
• Assist in typing proposals and job scopes to support the sales and estimation process.
• Contribute to cost accounting tasks such as job costing, foreman summaries, and 50% job tracking.
• Support marketing efforts by conducting research, tracing data, printing materials, and mailing Neighborhood Cards.
• Monitor and replenish office supplies including pens, sticky pads, envelopes, folders, and other essential items.4
• Prioritize and respond promptly to requests from fellow employees to maintain efficient cross-functional collaboration.
• Operations Metric Reporting: Keep a finger on the pulse of our operations, generating and analyzing metrics to drive efficiency and quality.
• Permit Applications: Ensure compliance by managing the permit application process for installations.
• Customer Communication: Be the primary point of contact for customers, guiding them through the installation process with clarity and expertise.
• Production Schedule Management: Take charge of the installation production schedule, ensuring timely completion of projects.
• Crew Coordination: Communicate with our skilled crew to track any changes to the installation or schedule, ensuring smooth progress.
• Logistics Support: Facilitate equipment and material deliveries, keeping a detailed record and effectively communicating arrivals to the team.
• Warehouse Organization: Assist in maintaining warehouse organization, working closely with the crew to optimize efficiency.

• Punctuality and a strong work ethic are essential; arriving on time and prepared for the day.
• Proficiency in using office technology, including computers and Microsoft Office applications (Word, Excel, Outlook), as well as Adobe. 
• Willingness to learn and adapt to feedback, both positive and corrective, to continuously improve performance.
• Excellent phone etiquette and interpersonal skills, projecting a courteous and professional demeanor.
• Strong organizational abilities and effective communication skills.
• Ability to work independently and collaboratively as part of a team.
• Demonstrated organizational skills and attention to detail.
• Positive attitude, adaptability, and a customer-focused approach.
• Previous office experience or relevant education is a plus.
• Exceptional Organization Skills: Keep operations streamlined and efficient with your top-notch organizational abilities.
• Excellent Communication: Bridge gaps between team members, customers, and stakeholders with clear and effective communication.
• Execution Accountability: Possess a "get things done" mindset, taking ownership of tasks and seeing them through to completion.
• Attention to Detail: Exhibit a persistent dedication to precision and thorough follow-up.
• Strong Work Ethic: Bring a diligent and committed approach to your role, setting an example for the team.
• Team Focus: Understand that the collective output of the team is more valuable than individual contributions.

• Dash CRM: Proficient in using Dash CRM to manage customer interactions, track project lifecycles, and generate reports.
• Matterport 3D Software: Skilled in creating 3D models and virtual tours using Matterport for property documentation and client presentations.
• Xactimate: Experienced in generating detailed cost estimates for property repairs and restoration projects using Xactimate.
• Encircle: Competent in documenting property conditions, managing claims, and organizing data through the Encircle platform.
• Google Suite: Proficient in Google Docs, Sheets, Drive, and Calendar for collaboration, organization, and efficient task management.

• Medical, Dental, and Vision Insurance.
• Hybrid and Flexible Schedule.
• 401k + (After 1 year).
• Paid Time Off (Holidays, Vacation, Sick Days).