Location: Vancouver,WA, USA
Job Description: Administrative Assistant (Painting Contractor) Position Overview: We are seeking a detail-oriented and organized Administrative Assistant to join our team at a reputable painting contracting company. As an Administrative Assistant, you will play a crucial role in providing administrative support to our team of painters and assisting with the smooth operation of our business. Your exceptional organizational skills and ability to multitask will be key to your success in this role. This position offers an excellent opportunity for growth and development within the company. Responsibilities: 1. General Administrative Duties: - Perform a variety of administrative tasks, including answering phone calls, responding to emails, and managing incoming and outgoing correspondence. - Maintain and organize files, records, and documents related to projects, clients, and suppliers. - Schedule appointments, meetings, and site visits for the team and maintain a well-coordinated calendar. 2. Client and Supplier Coordination: - Assist with client inquiries, providing excellent customer service, and addressing concerns or issues promptly. - Maintain regular communication with suppliers to ensure timely delivery of materials and equipment needed for painting projects. - Collaborate with clients and suppliers to gather necessary documentation, such as contracts, permits, and specifications. 3. Project Support: - Assist project managers in preparing and submitting project bids, proposals, and estimates. - Coordinate project documentation, including contracts, change orders, and project progress reports. - Track project timelines, ensuring deadlines are met and any delays or issues are promptly communicated to the appropriate stakeholders. 4. Financial and Accounting Support: - Assist with basic bookkeeping tasks, such as recording expenses, preparing invoices, and tracking payments. - Collaborate with the accounting department to ensure accurate and timely financial reporting. - Maintain inventory records, including tracking paint and supply usage for each project. 5. Office Management: - Maintain office supplies and equipment, ensuring an efficient and well-stocked work environment. - Coordinate with IT support to address any technical issues or equipment maintenance needs. - Assist in organizing company events, meetings, and team-building activities. Requirements: - High school diploma or equivalent; additional certification or associate degree in business administration or a related field is a plus. - Proven experience in an administrative role, preferably in the construction or painting industry. - Proficiency in office software applications, such as Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools. - Excellent organizational skills with the ability to prioritize tasks and manage time effectively. - Strong attention to detail and accuracy in data entry and record keeping. - Outstanding communication skills, both written and verbal, with the ability to interact professionally with clients, suppliers, and team members. - Ability to work independently as well as collaboratively within a team. - Flexibility to adapt to changing priorities and deadlines in a fast-paced environment. If you are a motivated individual with a passion for organization and enjoy working in a dynamic and supportive team environment, we would love to hear from you. Please submit your resume and a cover letter outlining your qualifications for the position.