Construction Administrative Assistant

Position Overview:

As a Construction Administrative Assistant, you will provide support to the management team. You will help track construction schedules, invoices, job costs, construction documents and oversee Airbnb units and property rentals.

To succeed in this role, you will need strong multitasking, planning, analysis skills and customer service skills. You will also need to demonstrate attention to detail and strong communication with customers and employees alike. Candidates must have 3 years of experience as administrative assistant or project coordinator.

Responsibilities:

• Self-starter who works well independently
• Answer phones and schedule appointments for our various subcontractors as well as direct phone calls to appropriate parties.
• Prepare reports, communications, and meeting minutes.
• Utilizes construction management software and/or tracking systems to keep project information current and accessible to a variety of users.
• Manage subcontractor RFI inquiries and preparing responses.
• Prepare permits and applications.
• Receive, organize, distribute, and file all documents for new and ongoing projects and properties.
• Update database files.
• Maintain a directory and inventory of community support materials. Including, but not limited to, community plans, photography, print materials, collateral and web pages; ensuring all resources are current and accurate; coordinating the creation of new materials as needed.
• Assist with vendor approval and setup for payment – insurance, tax info, etc.
• Track, review and code invoices, and submit for approval and payment.
• Handle special projects and other administrative duties as assigned.

Additional Airbnb Responsibilities:

• Handle Inquiries
• Send Welcome Messages and Check-In Instructions
• Check Airbnb Direct Messages
• Answer Emails, SMS, or Phone calls
• Schedule Cleanings, etc.
• Handle Inquiries
• Send Welcome Messages and Check-In Instructions
• Check Airbnb Direct Messages
• Answer Emails, SMS, or Phone calls
• Complaint Resolution
• Update Listings
• Procure and deliver supplies to the AB&B’s as needed.

Administrative Assistant Requirements:

• High school diploma or equivalent.
• Superior communication skills - both verbal and written
• 3 years of experience as administrative assistant or project coordinator.
• Proficiency in MS Suite software including Word, Excel and PowerPoint.
• Experience using Dropbox, Adobe acrobat and DocuSign.
• Experience working in Google workspace and using project management software.
• Social Media Marketing Facebook, Instagram, etc.
• Must pass a criminal background check.
• Bilingual in English and Spanish is a plus.

Benefits:

• Mileage reimbursement for use of personal vehicle.
• Holiday pay after 90 days.

Pay: $20.00 - $22.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Birmingham, AL 35209

Salary : $20 - $22