Administrative Assistant

Position Overview: 
The Administrative Assistant is responsible for supporting the administrative and customer support activities of the business. This role involves effective communication with team members, clients, and suppliers while maintaining organized client data and managing various office tasks. The ideal candidate will possess strong organizational skills, attention to detail, and a commitment to providing excellent customer service.  

1. Administrative Support: 

• Provide support and assistance with administrative and customer support activities within the business to ensure smooth operations. 

 2. Communication: 

• Communicate effectively with office team members, clients, building officials, and suppliers to convey pertinent information and updates. 

 3. Data Management: 

• Enter and maintain client data in Acculynx, ensuring accuracy and up-to-date information. 

4. Task Management: 

• Manage tasks and reminders for office projects in a timely manner to meet deadlines and objectives. Complete Acculynx tasks as assigned. 

5. Client Support: 

• Answer incoming calls to ensure that the majority of client inquiries are met with immediate and satisfactory service. Set leads according to appointment setting policy as needed. 

6. Mail Handling:

• Open and disperse daily mail, ensuring timely communication of relevant information. Complete daily mail process efficiently. 

 7. Project Permits Applications 

• Apply for, track, and follow through on all required permits needed to ensure compliance during the construction phase, including but not limited to building permits and street occupancy permits. 

• Ensure permits are closed by scheduling final inspections as needed. 

 8. Policy Adherence: 

• Adhere to all company policies, procedures, and business ethics codes to maintain a professional environment. 

 9. Additional Duties: 

• Perform other related duties as reasonably assigned by the Business Owner to support the overall operations of the office, including: 

• Maintaining the showroom and conference room. 

• Managing deposits and errands as needed. 

• Maintaining Client Info Spreadsheet to ensure all data is current. 

• Stocking the fridge and coffee station to promote a pleasant work environment. 

• Tracking vehicle keys to ensure accountability and organization. 

Trait and Skill Requirements: 

• Independent work ethic with a professional, positive attitude. 

• Ability to organize and manage multiple priorities while working in a fast-paced environment. 

• Strong attention to detail with a focus on accuracy in all tasks. 

• Strong customer service orientation and ability to foster positive client relationships. 

• Excellent interpersonal communication skills for effective collaboration and information sharing. 

• Proficient reading, writing, and arithmetic skills for documentation and reporting. 

• Excellent verbal and written communication skills, ensuring clarity in all correspondence. 

• Desire to continuously learn and innovate regarding products, methods, and processes to enhance work efficiency. 

• Experience and proficiency with Microsoft Office applications (Word, Excel, etc.), QuickBooks, Google Apps, and various web technologies is required. 

Professional Image & Presentation Guidelines: 

Maintaining a polished and professional appearance that aligns with the company’s public image is essential. This includes: 

• Adhering to the company dress code (business casual or otherwise specified). 

• Presenting a neat, well-groomed, and business-appropriate appearance. 

• Avoiding visual elements that may be perceived as inconsistent with the organization’s professional environment.  

• We are committed to fostering an inclusive and respectful workplace.