Administrative Assistant (Hard Lines) Job at Relax & Company in Sunapee

Job Summary: The Administrative Assistant for Hard Lines Divisions is responsible for all administrative and clerical efforts to support the field staff. This position supports the Handyman, Landscaping, Finishes, Masonry, Electrical, and Mechanical & Plumbing divisions. This role is crucial for supporting Hard Lines Division Managers and field teams by handling essential computer work and correspondence. The role is responsible for maintaining accurate inventories, maintaining multiple databases, and processing accurate labor and billing. This position reports directly to the Hard Lines Project Manager.

Primary Duties:

• Responsible for all Hard Lines Divisions and backs up the Mechanical & Plumbing division.

• Perform detailed checks and processing of hours worked by field teams to ensure accurate payroll.

• Review, verify, and process invoices related to Handyman, Landscaping, Finishes, Masonry, and Electrical divisions.

• Maintain accurate and up-to-date entries across multiple databases, ensuring all transactions and project details are correctly recorded.

• Assist in the preparation of reports and presentations for internal use, enhancing decision-making and operational efficiency such as hourly billed vs worked reports.

• Collaborate closely with Hard Lines Division Managers, Foreman, and teams, providing them with the administrative support they need to focus on their fieldwork.

• Handle correspondence, scheduling, material ordering, and other administrative tasks as required to support the Hard Lines Division.

• Develop and implement a comprehensive inventory management system tailored for Handyman, Landscaping, Finishes, and Electrical divisions, ensuring all tools and parts are accurately tracked and readily available.

• Conduct regular inventory audits to verify stock levels, identify discrepancies, and update the inventory system accordingly, ensuring the integrity and accuracy of the database and billing.

• Coordinate with suppliers, Division Managers, and Foreman to order and restock parts and tools as needed, optimizing inventory levels to meet project demands without overstocking.

• Create and maintain detailed records of inventory transactions, including acquisitions, distributions, and adjustments, to provide transparency and support efficient operations.

• Leverage inventory data to forecast needs for upcoming projects, facilitating proactive planning and purchasing to avoid delays and cost overruns.

• Prepares statement of hours worked, materials consumed/purchased, and sub-contractors utilized for the purpose of billing customers.

Skills:

• Must be proficient using Google Suite, including email, sheets docs, and drive.

• Ability to communicate effectively, both verbally and in writing.

• A team player with a positive attitude and the ability to work independently.

• Knowledge of industry-specific regulations and safety standards is a plus.

• Excellent interpersonal and customer service skills.

• Excellent organizational skills, time management, ability to prioritize tasks, and a high attention to detail.

• Strong attention to detail and accuracy in handling financial and project data.

• Basic understanding of clerical procedures and systems such as recordkeeping and filing.

• Ability to maintain a high level of confidentiality.

Education:

• High school diploma required: An Associate’s degree in business administration or a related field is preferred.

Experience:

• Three to five years of experience in an administrative role in a trade industry.

• Proven experience as an administrative assistant or similar role, preferably within the construction, engineering, or related sectors.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 25 pounds at a time.

Other:

This job description was written for Relax & Company for the role of Administrative Assistant. This position is required to fulfill “other duties” as assigned by the manager as it fits within the scope of the position.