Ideal Candidate

We are seeking a highly organized and detail-oriented Administrative Assistant to join our luxury home building and design business. The ideal candidate will be a professional and proactive individual who thrives in a fast-paced environment. They should have exceptional communication skills, both written and verbal, and possess a strong attention to detail. The Administrative Assistant should be proficient in multitasking and able to prioritize tasks effectively. This role requires someone with excellent problem-solving abilities and the ability to work both independently and collaboratively as part of a team. Previous experience in the luxury home building or design industry is a big plus.

Job Tasks

• Provide comprehensive administrative support to the management team and staff, demonstrating exceptional organizational skills and attention to detail.
• Efficiently manage multiple calendars, scheduling appointments, and organizing meetings to ensure effective time management for team members.
• Prepare, proofread, and edit various documents, presentations, and reports, maintaining accuracy and consistency in all communications.
• Maintain up-to-date and well-organized client and project databases, ensuring the confidentiality and integrity of sensitive information.
• Proactively handle incoming calls and emails, promptly responding to inquiries and directing them to the appropriate parties.
• Coordinate and arrange complex travel itineraries, including booking flights, accommodations, and transportation for team members and clients.
• Monitor and manage inventory levels of office supplies, promptly placing orders, and expediting deliveries to ensure adequate stock.
• Collaborate closely with project managers to identify and coordinate supplies needed for construction sites, proactively anticipating requirements and placing orders in a timely manner.
• Oversee the screening, interviewing, and hiring process for vendors and contractors, ensuring alignment with project needs and company standards.
• Establish and maintain strong relationships with vendors and contractors, serving as the primary point of contact and fostering effective communication channels.
• Work closely with project managers to facilitate accurate and timely processing of payroll for vendors and contractors.
• Proactively reach out to vendors to gather quotes and pricing information for each project site throughout the construction process, ensuring competitiveness and cost-effectiveness.

Preferred Qualifications

• High school diploma or equivalent; additional certification or training in office administration is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Knowledge of administrative procedures and office management systems.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook), Google Business Suite and other relevant software.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in work.
• Exceptional communication skills, both written and verbal.
• Ability to maintain confidentiality and exercise discretion.
• Problem-solving and decision-making abilities.
• Previous experience in the luxury home building or design industry is preferred but not required.

Ideal Candidate

We are seeking a highly skilled and experienced Project Manager to join our luxury home building business. The ideal candidate will have a strong background in managing high-end custom home projects and ensuring the successful execution of each project from start to finish. They should possess exceptional leadership skills, strong attention to detail, and a commitment to delivering the highest quality workmanship. The Project Manager should be an effective communicator, capable of building and maintaining positive relationships with clients, architects, and trade contractors. Previous experience in the luxury home building and design field is required.

Job Tasks

• Oversee and control assigned luxury home building projects, ensuring that field operations, site safety, productivity, schedule, and quality work meet or exceed expectations.
• Collaborate with the client to understand and communicate their goals and expectations throughout the construction process, maintaining a strong focus on client satisfaction.
• Foster positive relationships with the client and architect, serving as a key point of contact and maintaining open lines of communication throughout the project.
• Provide technical expertise during the pre-construction phase, participating in constructability reviews and assisting in the management of the pre-construction schedule.
• Ensure adherence to safety requirements and promote a culture of safety among all project personnel and trade contractors, striving for zero injuries on all projects.
• Conduct on-site safety meetings, identify and address safety hazards promptly, and report all safety incidents to the designated safety personnel.
• Review plans, specifications, and construction schedules to identify any issues or deficiencies, and communicate these to the project team for resolution.
• Possess a comprehensive understanding of the project contract and the scopes of work for trade contractors and suppliers.
• Develop, manage, and regularly update the detailed project schedule, including sequencing and activity duration, while also overseeing procurement items.
• Establish effective punch list processes and close-out procedures in collaboration with the Project Manager, Owner, and Architect before trade contractor work commences, aiming for zero punch list items.
• Coordinate the scheduling and procurement of tools and equipment necessary for the project.
• Provide mentorship and training to other employees as needed, fostering a culture of professional growth and development.

Preferred Qualifications / Requirements

• High School diploma and completion of vocational school; college degree preferred.
• Demonstrated proficiency in understanding building plans and specifications, with experience in luxury home construction and design.
• Strong team player, capable of effectively collaborating with field supervision, project management, and company administration staff.
• In-depth knowledge of safety standards and the ability to enforce compliance.
• Excellent time management and organizational skills, with the ability to remain calm and focused in high-pressure situations.
• Self-starter with strong leadership skills and the ability to set goals and tasks.
• Exceptional communication and interpersonal skills, with the ability to build positive relationships with clients, architects, and trade contractors.

Ideal Candidate