Administrative Assistant

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 VP 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.

Who We Are

At Pacific Coast Construction and Waterproofing Inc, we specialize in delivering top-tier reconstruction and remodeling services for residential and commercial properties. With a long-term growth strategy and a commitment to excellence, our team thrives in a

Key Responsibilities

• Communication Handling:
• 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.
• Prioritization & Time Management:
• 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

• Compensation Perks:
• 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
• Career Development Perks:
• Mentor training
• Tech package (smartphone or tablet provided)
• Unique Perks:
• 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.