Administrative Assistant

Pay Range: $25-$27/hr

Company Description

Certified Tile and Stone, Inc. specializes in delivering premium tile, stone, marble, and terrazzo finishes that transform spaces with elegance and durability. Established in 1992, the company has built an impressive portfolio of projects in collaboration with leading general contractors in the United States. Their expertise spans residential, commercial, and prevailing wage & federal construction. Certified Tile is committed to exceptional craftsmanship, using top-quality materials and techniques to ensure projects are flawlessly executed and built to last. Certified Tile has offices in Southern California, Northern California, and Nevada.

Job Overview

We are seeking a detail-oriented and highly organized Administrative Assistant to join our team! This role plays a key part in coordinating project documentation, tracking field activities, and ensuring compliance with industry and project requirements. The ideal candidate is proactive, efficient, and comfortable working in a fast-paced construction environment. This paid position offers an exciting opportunity to develop your administrative expertise while contributing to a collaborative team dedicated to excellence.

Qualifications

• Handle multi-line phone systems efficiently, screening calls and transferring messages accurately
• Perform data entry, filing, and document proofreading to maintain organized records and ensure accuracy
• Assist in preparing, tracking, and following up on change orders for ongoing projects
• Collect and monitor employee timesheets to ensure accuracy and timely submission
• Record and email daily crew schedules to project managers
• Assist with Certificate of Insurance (COI) requests to insurance provider and ensure compliance with project requirements
• Coordinate with IT for device setup, system access, and troubleshooting network or equipment issues
• Prepare and compile warranties and Operations & Maintenance (O&M) manuals for project closeouts, through prepared templates
• Follow up on Accounts Receivable for outstanding invoices and payment collections
• Assist in preparing and maintaining labor compliance documentation
• Support administrative team, project managers, and estimators with general administrative and coordination tasks

Requirements

• Proven office/administrative experience with strong clerical skills and familiarity with office management procedures
• Excellent computer literacy including proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills with the ability to prioritize tasks efficiently and manage time effectively
• Demonstrated phone etiquette skills, including handling multi-line phone systems with professionalism
• Ability to perform data entry accurately, support proofreading efforts, and maintain detailed filing systems
• Strong understanding of construction documentation such as change orders, and closeout packages