About Us: 4 Life Construction is a dynamic construction company committed to excellence in service and quality craftsmanship. We pride ourselves on our dedication to client satisfaction and our team-oriented approach to projects. As part of our continued growth, we are seeking an Administrative Assistant to join our team.

Key Responsibilities:

Document Management:

• Assist with the preparation, formatting, and distribution of documents, spreadsheets, and reports.
• Ensure Contractor W-9's, Certificates of Insurance (COIs), trade agreements, and other relevant documents are obtained and filed.
• Provide documents to the accounting team as needed.
• Draft, revise, and finalize construction contracts.
• Maintain digital and physical filing systems, ensuring documents are properly stored and easily accessible.

CRM Management:

• Regularly update client information, project details, and communication logs in Buildertrend.
• Enter bills, invoices, bids, owner information, contact details, notes, and other data into Buildertrend.
• Ensure accuracy and completeness of client records.
• Coordinate with project managers and sales representatives to gather and input relevant data into the CRM system.
• Train new staff members on CRM usage and best practices.
• Collaborate with IT or software support teams to troubleshoot issues and optimize CRM functionality.

Communication:

• Answer phones, take messages, and redirect calls to appropriate staff members.
• Respond to emails and correspondence in a professional and timely manner.
• Liaise with clients, subcontractors, and vendors to coordinate appointments, meetings, deliveries, and contract matters.
• Assist in communication with clients and potential clients.
• Help schedule client meetings and site visits.
• Remind staff members of upcoming deadlines and commitments.
• Assist in conducting weekly check-in and goal meetings to ensure team alignment.

Client Services:

• Provide assistance and support to clients, visitors, and employees with professionalism and courtesy.
• Address inquiries, concerns, and complaints and direct these appropriately and efficiently.
• Maintain a welcoming and professional atmosphere in the office reception area.

General Administrative Support:

• Troubleshoot basic IT issues for office equipment and software and communicate with necessary companies.
• Assist IT with setting up and maintaining computer systems.
• Assist with special projects, events, and initiatives as assigned by management.
• Coordinate office events, including meetings, luncheons, and celebrations.
• Maintain confidentiality of sensitive information.
• Continuously seek opportunities to streamline processes and improve administrative efficiency.
• Regularly assess office supply levels and reorder supplies as needed.
• Research vendors, compare prices, and place orders for office supplies.
• Receive deliveries, inspect items for quality, and ensure proper storage.
• Organize office supplies and maintain inventory records for efficient tracking

Qualifications:

• Associate degree; or 3 years of experience in a similar field.
• Proven experience as an administrative assistant, office administrator, or similar role.
• Proficiency in MS Office Suite and CRM software (experience with Buildertrend preferred).
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent communication and interpersonal abilities.
• Attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Discretion and confidentiality in handling sensitive information.

Job Type: Part-time

Pay: $16.93 - $20.59 per hour

Expected hours: 25 per week

Schedule:

• Monday to Friday

Ability to Relocate:

• Fort Wayne, IN 46815: Relocate before starting work (Required)

Work Location: In person