Administrative Assistant Job at The Contractor Consultants in San Marcos

Join Our Team as a Administrative Assistant!

Job Title: Administrative Assistant
Company Name: Pacific Coast Construction and Waterproofing Inc
Salary: $22 - $25 per hour

Location: Carlsbad, CA

Job Overview

Pacific Coast Construction and Waterproofing Inc. is seeking a highly organized and proactive Administrative Assistant to support the Vice President in daily administrative and operational tasks. This role requires excellent communication, time management, and problem-solving skills. The ideal candidate will be detail-oriented, capable of handling confidential information, and able to prioritize multiple responsibilities efficiently.

Key Responsibilities

• Screen and manage calls, emails, and other communications.
• Draft and respond to correspondence on behalf of the VP.
• Document Preparation & Organization:
  • Prepare and edit reports, presentations, and documents.
  • Ensure all documentation is properly stored and organized in Buildertrend.
• Meeting Coordination:
  • Organize and coordinate meetings, prepare agendas, and compile meeting materials.
  • Take meeting minutes and track follow-up action items.
• Project Support:
  • Assist with project management tasks, including tracking timelines, change orders, and milestones.
  • Coordinate project documentation, communications, and material procurement.
• Data Entry & Record Keeping:
  • Maintain organized records, databases, and filing systems.
  • Assist in data entry and tracking job site daily reports.
• Research & Information Gathering:
  • Conduct research on various topics as requested.
  • Prepare summaries and reports based on findings.
• Expense Management:
  • Track and manage project expenses, including processing expense reports.
  • Ensure compliance with company policies.
  • Assist with phone sales transactions.
• Liaison with Other Departments:
  • Act as a bridge between the VP and other departments.
  • Facilitate clear and effective communication across the company.
• Event Planning:
  • Assist in planning and coordinating company events, conferences, and seminars.
  • Handle logistics to ensure smooth execution of events.
• Confidentiality & Compliance:
  • Maintain discretion when handling sensitive information.
  • Adhere to company policies and procedures regarding data privacy.
• Assist the VP in prioritizing tasks and managing schedules effectively.
• Anticipate administrative needs and provide proactive support.
• Calendar Management:
  • Schedule appointments, meetings, and manage the VP's calendar.
  • Coordinate with internal and external stakeholders for scheduling.

Qualifications

• Previous experience in an executive assistant or administrative support role preferred.
• Strong proficiency in Microsoft Office Suite, Buildertrend, and project management software.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to handle multiple tasks and prioritize effectively.
• High level of discretion and confidentiality.
• Experience in construction or project management is a plus.

Benefits

• 401(k) Retirement Savings Program with employer matching
• Profit sharing
• Weekly pay cycle
• Health and Wellness Perks:
  • Medical insurance
  • Safety equipment provided (helmets, gloves, etc.)
• Work-Life Balance Perks:
  • Paid time off (holidays, vacation, sick days)
  • Travel projects with per diem
• Mentor training
• Tech package (smartphone or tablet provided)
• Company vehicle or car allowance/mileage reimbursement
• Uniform provision, including safety gear and work apparel

Schedule

• Full-time position
• Monday through Friday with occasional weekends as needed based on project requirements

Work Location

• Based in the region of Pacific Coast Construction and Waterproofing Inc

Apply today to be a key part of our team at Pacific Coast Construction and Waterproofing Inc.!

Pacific Coast Construction and Waterproofing Inc is proud to be an equal opportunity employer. We foster a workplace that embraces diversity and innovation, recognizing that varied perspectives drive success.