Administrative Assistant/Junior Project Coordinator Support

Administrative Assistant / Junior Project Coordinator Support

We are seeking a highly organized and detail-oriented Administrative Assistant to support our project coordination and office operations. This role is ideal for someone who enjoys managing multiple tasks, staying organized, and working in a fast-paced environment. The position also offers the opportunity to learn and grow into a Junior Project Coordinator role .

Key Responsibilities:

• Schedule final inspections with local building departments
• Assemble and send Thank You folders to clients
• Create and maintain job jackets and job folders for all projects
• Send thank-you gifts once projects are completed and paid in full
• Manage employee uniforms, including ordering and reviewing related billing
• Reconcile credit card statements by matching receipts to cards, identifying job-related expenses, and scanning documentation into the appropriate system
• Manage hotel reservations for employees, including booking, canceling, and securing the most cost-effective accommodations within a reasonable distance of job sites
• Maintain and update dirt drop locations
• Maintain building department portal information and ensure records are current
• Upload pool and PCC plans to CompanyCam
• Forward new or revised pool plans to assigned electricians
• Verify that permits are updated and scanned into ProEdge
• Assist with filing and organizing project paperwork
• Provide support to Project Coordinators, with training toward a Junior Project Coordinator role
• Assist and train with team members on scheduling appointments, preparing quotes, and managing related paperwork

Additional Information:

• Strong organizational and communication skills are essential
• Ability to multitask and prioritize in a fast-paced environment
• Additional responsibilities may be assigned as needed to support the team and project operations