Job Description

Job Description

Job Description

Position Summary: The Administrative Assistant is responsible for providing organizational and clerical support to the management and project teams at Greenport Construction. This position ensures the effective flow of communication, documentation, and administrative functions between the office, field, subcontractors, and clients.

Administrative duties include but are not limited to:

• Front face of the office –Answer calls, and respond to emails or any other incoming communications to the office.  Coordinating the right parties.  
• Communication follow-up 
• Information storage, management and retrieval, physical and digital.  Buildertrend, G-suite, physical filing system in office. Keeping all info current and organized properly
• Applying for and maintaining legal operating requirements, i.e. licensing, bonding, permits, CSLB compliance etc.
• Maintaining payment communications surrounding utilities, rents, shop consumables, etc.
• Maintaining office supplies and resources
• Maintain vendor accounts
• Maintain W-9s and 1099 tracking for independent contractors
• Scheduling and monitoring the company calendars
• Maintain Adherence to departmental budget constraints
• Audit Preparation
• Verify lien waivers/releases before payments
• Monitor vendor credits and discounts

Assistant duties include but are not limited to:

• Personal Assistant duties to company principles
• Assisting with office events, prep and breakdown
• Assisting with marketing and outreach efforts
• Assist in the coordination and processing of subcontractor paperwork i.e. insurances
• Project Management assistance with invoicing, contract preparation, billing, ordering supplies and materials, coordinating deliveries etc.
• Assisting with Tax Preparation
• General assistance with anything in the office that is needed.  Examples: photocopying, printing, picking up or depositing checks, purchasing office supplies, preparing or cleaning up the conference room or other meeting space, lunch runs, making copies of keys etc.

We are a family owned, high-end and fast-growing general contracting firm that works mostly in Marin, Sonoma and San Francisco counties.

Company Description

We are a family owned, high-end and fast-growing general contracting firm that works mostly in Marin, Sonoma and San Francisco counties.

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