Executive Assistant / Administrative Assistant

Overview

Kaizen Mate is a fast-moving, end-to-end modular construction partner delivering scalable building solutions nationwide. We’re hiring an Executive Assistant / Administrative Assistant to support the President directly and keep day-to-day operations, project admin, and financial workflows running cleanly and on time.

This role is ideal for someone with construction administration experience who can confidently manage QuickBooks, AP/AR, purchase orders, change orders, job costing support, and proposal assembly, while also maintaining strong CRM and communication hygiene in HubSpot and JobTread. You’ll thrive here if you’re highly organized, proactive, and comfortable working in a deadline-driven environment.

What you’ll do

Executive & administrative support

• Manage priorities, follow-ups, and task tracking for the President; keep commitments and deadlines visible.
• Own calendar coordination and scheduling (Google Calendar / Microsoft Outlook), including meeting prep, agendas, and action-item capture.
• Facilitate communication by managing email correspondence and ensuring timely follow-up on action items.
• Draft, proofread, and format professional communications and documents (emails, letters, proposal sections, internal SOPs).
• Maintain organized digital filing across projects and departments (contracts, correspondence, financial docs, closeout items).

Accounting support (QuickBooks construction workflows)

• Process accounts payable: vendor bills, coding, approvals, payment scheduling, and documentation.
• Support accounts receivable: invoicing, payment tracking, lien waiver collection support (as applicable), and customer statements.
• Assist with job costing hygiene: ensure costs are coded consistently by project, cost code, and vendor.
• Reconcile supporting documentation for expenses, POs, and change orders to keep audit-ready records.

Project administration (JobTread documentation)

• Support project setup and admin in JobTread (project records, contacts, documents, budgets as assigned).
• Create and track purchase orders and coordinate with vendors/subs for confirmations, lead times, and required paperwork.
• Track change orders: log requests, assemble backup (quotes, scope notes), route for approval, and maintain status.
• Maintain document control for drawings, specs, submittals, and project correspondence.

Proposal & RFP support

• Assemble proposals and qualification packages: resumes, project sheets, schedules, scope narratives, and compliance forms.
• Coordinate inputs from partners/vendors; ensure formatting, completeness, and on-time submission.
• Maintain a library of reusable proposal content and templates.

AI-enabled operations support

• Use AI tools to speed up drafting, summarizing, organizing, and quality-checking work products (emails, meeting notes, proposals, SOPs, and internal documentation).
• Leverage AI to create first-pass versions of templates and checklists for AP/AR, change orders, purchase orders, and proposal assembly.
• Maintain confidentiality and good judgment when using AI (no sensitive financial/customer data entered into tools unless explicitly approved and compliant with company policy).

CRM & pipeline support (HubSpot)

• Keep HubSpot accurate: contacts, companies, deals, activities, notes, and next steps.
• Support lead intake, follow-up reminders, and reporting hygiene.
• Help standardize workflows so nothing drops (tasks, reminders, handoffs).

What success looks like (first 60–90 days)

• AP/AR is processed on time with clean documentation and consistent coding.
• Purchase orders and change orders are tracked end-to-end with clear status and backup.
• JobTread and HubSpot records are current, searchable, and reliable.
• The President’s calendar, follow-ups, and key deliverables are organized and proactively managed.
• Proposals are assembled accurately and submitted on time with minimal rework.
• AI tools are used appropriately to increase speed and consistency without compromising confidentiality.

Required experience & skills

• 3 years in construction administration (preferred) or similar operations-heavy environment.
• Hands-on experience with QuickBooks (AP/AR, vendor/customer management; job costing exposure strongly preferred).
• Experience with purchase orders, change orders, and project documentation.
• Strong proficiency with Google Workspace and/or Microsoft Office (Docs/Sheets or Word/Excel) and comfort with Google Calendar / Outlook.
• High attention to detail, strong follow-through, and comfort working with deadlines.
• Clear, professional written communication.
• Ability to handle sensitive financial and business information with discretion.

Preferred experience

• Experience with JobTread (or similar construction/project management software).
• Experience with HubSpot (or similar CRM).
• Familiarity with construction job costing concepts (cost codes, committed costs, budget vs. actual).
• Experience supporting proposal/RFP responses in construction, modular, or related industries.
• Comfort using AI tools for business productivity (examples: Gemini, Claude, and Sintra).
• Experience with e-signature tools (e.g., DocuSign) is a plus.

Role details

• Reports to: President
• Type: Full-time (or part-time for the right candidate)
• Location: Remote or hybrid (based on candidate and business needs)

How to apply

Indeed Application Link

https://www.indeed.com/viewjob?jk=1e8333f4b2f1b626&from=shareddesktop_copy

Send your resume and a short note describing your construction admin experience, QuickBooks proficiency, any job costing / change order / proposal support you’ve handled, and your comfort level using AI tools (Gemini/Claude/Sintra) in day-to-day work.

Job Types: Full-time, Part-time

Benefits:

• Flexible schedule
• Work Location: Hybrid remote in Granbury, TX 76048