Administrative Assistant

About us:

Green Bay Remodeling Inc. is an award-winning home remodeling and renovating company with an outstanding design to build portfolio in the San Francisco Bay Area, So-Cal, Austin area, and now offering services in Waltham, Massachusetts and its surrounding cities. We provide and ensure services are customized to serve all our projects. We deliver remarkable designs and successful builds with our unique processes that result in a noteworthy client satisfaction rating.

About the role:

Our company is looking for a responsible, energetic, and creative Administrative and Personal Assistant to perform a variety of administrative tasks in our Waltham, MA office. The ideal candidate should have excellent oral and written communication skills, be able to organize their work using tools, like Google Suite, have leadership qualities be a fast learner, and know how to prioritize tasks

This is an excellent opportunity for someone highly organized, detail-oriented, and thrives in a fast-paced environment. If you meet the requirements above and are looking for a challenging yet rewarding role we would love to hear from you!!

Responsibilities are but not limited to:

• Provide comprehensive administrative support to our executive team
• Manage and maintain executive calendars, including scheduling appointments, meetings, and business travel arrangements
• Coordinate and organize meetings, conferences, and events when requested
• Prepare and edit correspondence, reports, presentations, and other documents
• Conduct research and compile data as needed
• Assist with personal tasks such as errands, reservations, and personal appointments
• Maintain confidentiality of sensitive information
• Enter contracts, referrals, change orders into all our CRM Softwares
• Enter Checks into all our CRM Softwares
• Open Correspondence and issue checks for bills
• Schedule/Cancel/reschedule building inspections as requested
• Track and Add all expenses into all our CRM Softwares
• Update job board with projects update
• Send out invoices from Vendors/Contractors for project managers approval
• Issue payments for vendor or contractors as requested by Branch Manager
• Update Deposits into all our CRM Softwares
• Enter all purchases made with credit card into Credit Card Expenses Sheet
• Make sure all the purchases made are entered into all our CRM Softwares
• Obtain W9 and other information for new vendor/ contractor and add into all our CRM
• Softwares
• Assist clients, project managers and Executives with any questions and concerns.
• Order office materials when needed
• Assist Executives and Project Managers with any job-related questions or requests.
• Renew insurances and Licenses
• Assist with obtaining W4’s and 1099’s
• Assist with looking for unauthorized or not notified transactions not entered in our systems.
• Assist Executive with Personal Assistant tasks such as managing personal correspondence, manage home bills, scheduling personal vehicle maintenance, coordinating travel arrangements, personal taxes, etc.

Requirements:
- Proven experience as an Administrative Assistant or a similar role
- Strong organizational skills with the ability to prioritize tasks effectively
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite
- Excellent communication skills, both written and verbal
- Exceptional attention to detail and accuracy
- Ability to multitask and adapt to changing priorities in a fast-paced environment
- Strong customer service orientation with a professional and approachable demeanor
- Knowledge of office management systems and procedures
- Ability to handle confidential information with discretion

** Please note we currently do not offer benefits other than what is required by law**

Job Type: Full-time

Pay: $20.00 - $26.50 per hour

Expected hours: 38 per week

Benefits:

• Employee discount

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person