Job Overview:
This Administrative Assistant role provides comprehensive support for office operations and construction project management. Key duties include reception, office maintenance, meeting coordination and scheduling, and bid process facilitation. The position also involves project-related tasks such as scheduling inspections, client communication, and documentation management. The ideal candidate will be highly organized, detail-oriented, and able to manage multiple responsibilities in a dynamic construction office environment.
Key Responsibilities:

• Manage reception duties, including answering phone and coordinating deliveries
• Organize meetings and maintain company calendars
• Maintain office cleanliness and organization, including conference room preparation

Bid Process Management:

• Facilitate bid solicitation process, including distribution and follow-up
• Maintain accurate records of quotes and manage bid-related communications

Project Coordination:

• Schedule inspections with relevant authorities and testing agencies
• Liaise with community security regarding site activities
• Communicate construction updates to clients

Client Relations:

• Distribute weekly progress reports and photographs to clients and project partners
• Issue weather-related notifications to homeowners as necessary

Administrative Support:

• Collaborate with Contract Administrator on permit submissions and project documentation
• Assist in compiling warranty information and community certifications
• Provide general administrative support to Project Managers and office staff, including correspondence and filing

This position requires strong organizational skills and the ability to support multiple aspects of project management and office administration.
Experience Required:

• Office administration (2+ years preferred)
• Proficiency in Microsoft Office Suite, especially Outlook and Excel
• Experience with bid solicitation processes a plus
• Familiarity with construction industry terminology and procedures
• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Experience in customer service or client relations
• Basic understanding of permitting and inspection processes a plus
• Ability to maintain accurate records and manage filing systems
• Familiarity with office equipment and supply management
• Experience in coordinating meetings and managing calendars
• Adaptability to changing priorities and deadlines
• Problem-solving skills and attention to detail
• Ability to work independently and as part of a team

Job Type: Full-time
Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Office management: 1 year (Preferred)

Ability to Commute:

• Panama City Beach, FL (Required)

Work Location: In person