OFFICE ASSISTANT

HMI A division of The Management Trust Position Title: Office Assistant
Location: Irvine, CA
Reporting to: Collections and AR Manager
Status: Non-exempt, Full-Time
Salary: $23–$25 Hourly (DOE)

EMPLOYEE OWNER POSITION PURPOSE:
We are an established, low-turnover residential construction company seeking a highly organized and dependable Office Assistant to join our team. This position is ideal for someone who delivers excellent customer service, enjoys a fast-paced office environment, and takes pride in keeping operations running smoothly.

JOB DUTIES:
Administrative & Operational Support
• Provide general administrative support to the division including document preparation, scheduling coordination, and internal communication assistance.
• Maintain organized digital records and documentation related to projects, customers, and internal operations.
• Assist with coordination of division communications and administrative workflow between departments.
• Handle all incoming and outgoing mail and deliveries, including USPS, FedEx, and other carriers.
• Help coordinate information flow between project managers, invoicing, sales, and administrative staff.

BuildOps & System Data Coordination
• Support BuildOps system administration by assisting with job setup, customer information updates, and maintain accurate project data.
• Coordinate with project managers and sales staff to ensure required information is entered into BuildOps for proper job tracking, billing, and reporting.
• Assist in monitoring data accuracy within BuildOps and flag discrepancies or missing information for correction.
• Train new team members to assist with job setup, new customer setup and customer information updates, and maintain accurate project data.
• Assist in gathering data to initiate job closings.

Sales & CRM Support
• Provide administrative support for the sales team including:
• BuildOps job setup related to new customer accounts or projects
• CRM updates and maintenance
• Documentation related to proposals or customer records

QUALIFICATIONS:
• High School Diploma (or equivalent)
• Minimum 3 years of office experience.
• Proven experience in an office, or administrative support role.
• Familiarity with postage rates, mailing options, and coordinating FedEx shipments.
• Strong phone etiquette and ability to manage multi-line phone systems professionally.
• Intermediate to advanced Excel skills, including sorting, basic formulas (add/subtract), formatting tables, hiding columns/rows, adding rows, freezing panes, and printing.
• Comfortable with basic computer troubleshooting (e.g., printers, simple software issues)
• Proficient in Microsoft Word for preparing polished business documents and letters.
• Proficiency with Microsoft Office.
• Proficiency in PDF-Xchange Editor (combining PDFs, form filling, basic editing)
• Ability to type at least 45 words per minute with accuracy; strong keyboard shortcut skills.
• Spanish fluency (spoken and written) is required for this role.

SPECIAL POSITION REQUIREMENTS:
• Must have and maintain a valid driver’s license, vehicle insurance, and driving record in compliance with Company policy.
• Prior experience in a similar administrative position.
• Primarily sedentary work with prolonged periods of sitting at a desk and working on a computer.
• Must be able to occasionally stand, walk, bend, stoop, kneel, reach, and lift/carry up to 25 pounds (e.g., boxes of files, paper, or office supplies), with or without reasonable accommodation.
• Fine motor coordination for keyboarding, filing, and handling small objects.
• Clear verbal communication for phone and in-person interactions
• Run errands related to the position
• This position requires downloading work applications on a personal cell phone to use and access the required applications, including Zoom, Outlook, Duo, and Microsoft Authenticator. Additional work-related applications may be required in the future. Cell phone reimbursement will be provided.

SCHEDULE:
• Monday-Friday 8:00am-4:30pm
• Hybrid position 3 days in office 2 day remote

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.
TMT reserves the right to modify this job description at any time based on business need.