Administrative Assistant / Office Manager

Job Description:
We are currently seeking a cheerful, high energy, and detail-oriented Office Manager / Executive Assistant to join our team in the residential remodeling industry. The successful candidate will play a pivotal role in managing the administrative functions of our office, ensuring efficient operations and exceptional customer service. This position requires strong organizational skills, excellent communication abilities, nerves of steel, and the ability to multitask effectively in a fast-paced environment.

Responsibilities:

• Manage emails on behalf of the company, providing prompt and professional responses.
• Manage calendars and schedule estimate visits, follow-up service visits, and meetings for the team.
• Contact subcontractors to follow up on requests for bids/quotes and maintain a database of reliable vendors.
• Organize and maintain sales folders and portfolio materials, ensuring they are up-to-date and readily accessible.
• Cultivate and maintain client relationships through regular follow-up calls, sending cards, and arranging seasonal gifts.
• Facilitate the contract and invoicing process using DocuSign and QuickBooks, ensuring accuracy and timeliness.
• Maintain the office filing system and organize production team paperwork for easy access and retrieval.
• Attend meetings and take detailed minutes, following up with team members on action items and deadlines.
• Conduct daily phone calls with company owner and project managers to provide updates on action items and new requests.

Skills:

• Previous work experience as an Office Manager, Executive Assistant, or similar role is required.
• Excellent knowledge of Microsoft Office Suite (Word, Excel, Outlook) is essential.
• Familiarity with QuickBooks is a plus.
• Outstanding organizational and time management skills, with the ability to prioritize tasks effectively.
• Proficiency with office gadgets and applications such as Dropbox and JobTread, BuilderTrend is advantageous.
• Strong verbal and written communication skills, with a keen attention to detail.
• Discretion and confidentiality are crucial for this role, as we work with high-end clients.
• A high school diploma is required; a PA diploma or certification is a plus.

If you possess the skills and experience required for this role and are ready to contribute to our team's success, we encourage you to apply. Join us in delivering exceptional service to our clients and maintaining the smooth operation of our office.

Job Type: Part-time

Pay: $18.00 - $25.00 per hour

Expected hours: 25 per week

Benefits:

• Flexible schedule
• Professional development assistance

Schedule:

• Day shift
• Monday to Friday

Work Location: Hybrid remote in Portland, OR 97229