Executive Administrative Assistant

Hickory Harbor Homes

508-296-4477

Administrative Assistant / Office Coordinator

We are a growing construction company seeking a highly organized, proactive Administrative Assistant / Office Coordinator to support daily operations across multiple active job sites. This role is critical to keeping projects running smoothly and requires someone who can manage many moving parts while also thinking ahead and improving how we work.

Key Responsibilities

• Manage a high volume of emails, calls, and documents related to multiple construction projects

• Track job progress, schedules, subcontractor coordination, permits, and project files

• Maintain organized digital and physical filing systems for jobs, clients, and vendors

• Assist with invoicing, purchase orders, change orders, and general administrative support

• Act as a point of communication between office staff, field crews, clients, and vendors

• Visit job sites as needed to observe progress and support coordination

• Identify and call out safety, cleanliness, or property-protection concerns on job sites

• Proactively suggest improvements to workflows, organization, and communication processes

• The ideal candidate is tech-savvy, with the ability to quickly learn and effectively use modern digital tools and platforms.

Ideal Candidate Traits

• Extremely organized and detail-oriented; able to juggle multiple projects at once

• Self-motivated and intuitive, with the confidence to suggest better ways of doing things

• Strong written and verbal communication skills

• Comfortable in both an office environment and on active construction sites

• Safety-conscious and respectful of clients’ homes and properties

• Adaptable and calm under pressure in a fast-paced, changing environment

• Tech-comfortable (email, spreadsheets, document management, scheduling tools)

• Bilingual - English and Brazilian Portuguese

Preferred Experience (Not Required)

• Experience in construction, contracting, property management, or a similar field

• Familiarity with job tracking, scheduling, or project management software

• Experience improving or creating office systems and workflows

Why Join Us

• Work directly with leadership and have real input on how the company operates

• Be part of a growing company where your organization and ideas make a visible impact

• Varied work—no two days or job sites are the same

• Opportunity to grow with the company long-term

Job Type: Full-time

Pay: $20.00 - $40.00 per hour

Expected hours: No less than 40 per week

Work Location: Hybrid remote in Osterville, MA 02655

Salary : $20 - $40