Project Adminstrator

We are seeking a detail-oriented, organized, and proactive Administrative Assistant to support the efficient operation of our company. This individual will be responsible for a wide range of tasks, including administrative support, contract management, client coordination, project management, and inventory maintenance. The ideal candidate will have strong communication skills, attention to detail, and a proactive mindset, able to manage multiple tasks and deadlines effectively.

Key Responsibilities:

1. Administrative & Contract Management:

• Prepare and Issue Contracts: Draft and send out contracts and deposit invoices promptly to ensure timely project initiation.
• Request Pricing Updates: Regularly request updated pricing from vendors and suppliers, prepare change orders, and issue relevant invoices as needed.
• Document Management: Maintain an organized filing system, ensuring that approvals and critical documents are stored appropriately in designated folders and Salesforce.
• Purchase Orders (PO): Prepare and submit Purchase Order (PO) requests within 24 hours of requests from the sales team.

2. Submittals & Shop Tickets:

• Submittal Samples Management: Request, track, and manage submittal samples, ensuring timely approval and correct organization in designated folders and Salesforce.
• Stone Room Assistance: Assist the stone room in handling large submittals when necessary, ensuring accuracy and completeness.
• Shop Ticket Management: Request and issue shop tickets for production, incorporating any redlines or changes, and follow up on approvals.

3. Client Coordination & Scheduling:

• Client Visit Scheduling: Schedule client visits in San Francisco, optimizing routes and travel time using Google Maps or similar tools to ensure efficient time management.
• Weekly Project Updates: Provide clients with regular updates regarding the status of their projects, ensuring clear and consistent communication.
• Delivery Coordination: Coordinate the delivery details between freight companies and clients, ensuring timely and smooth deliveries.
• Post-Delivery Follow-Up: Follow up after deliveries to confirm the safe arrival of materials and to gauge client satisfaction.
• Client Call Management: Handle incoming client calls, qualify leads, summarize key details, and forward to the appropriate team members for follow-up.

4. Project & Data Management:

• File Organization: Save client-provided files such as photos and drawings in the appropriate project folders, ensuring easy access for all involved parties.
• Salesforce & Dropbox Management: Maintain well-organized project folders in Salesforce and Dropbox for easy access by all team members.
• Lien Rights Management: Ensure that Levelset lien rights are maintained within 24 hours of triggers, including the processing of new contracts, invoices, and payments.

5. Inventory & Sample Management:

• Inventory Ordering: Regularly order and maintain inventory of materials and samples required for projects.
• Sample Delivery Tracking: Follow up on incoming sample deliveries to ensure timely arrival and proper documentation.

6. Sales & Reporting Support:

• Sales Administration Backup: Assist with sales administration tasks, including managing intake forms and updating bookings reports.
• Email Management: Assist with bounced email issues in Constant Contact and update Salesforce records accordingly.

7. Special Projects & Miscellaneous:

• Personal Task Assistance: Assist leadership with personal tasks as needed, such as arranging birthday gifts or flowers, ensuring minimal disruption to leadership's time.
• Inspection Photo Support: Help prepare inspection photos for client approval, ensuring clarity and professionalism.
• Ad-Hoc Support: Provide support for any unexpected client requests, always ensuring minimal disruptions to leadership’s personal or professional schedule.

Requirements

• Proficiency: Strong working knowledge of Salesforce, Google Maps, Dropbox, and Constant Contact.

• Organizational Skills: Excellent organizational and time management skills with an ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

• Communication: Exceptional written and verbal communication skills, with the ability to work collaboratively across teams.

• Attention to Detail: High attention to detail, ensuring accuracy and consistency in all tasks.
• Proactive Approach: A proactive problem-solving mindset with the ability to work independently and take initiative when needed.
• Preferred Experience:
• Administrative Experience: Prior experience in administrative roles, particularly in construction, design, or stone materials industries.
• Industry Knowledge: Familiarity with the stone industry, construction, or design projects is highly desirable.
• Logistics Coordination: Experience coordinating with freight and logistics companies to ensure the smooth delivery of materials.

Benefits

Employee Benefits

• Health and Wellness: Comprehensive HMO coverage for you and your dependents.
• Security and Peace of Mind: Group Life Insurance Benefit to safeguard your future.
• Financial Flexibility: Virtual Credit Card for added convenience and purchasing power.
• Work-Life Balance: Generous Paid Leaves to recharge and prioritize personal time.
• Government Benefits: Full support for required government benefits.
• And More: Exciting additional benefits that will be shared with you!

Supplemental Pay Types

• 13th Month Salary: A festive bonus to celebrate the year’s hard work.
• Overtime Pay: Compensation for your extra effort and time.
• Night Differential: Additional pay for working late hours or shifts.
• Incentives: Performance-based incentives to reward your contributions and achievements