Construction Administrative Assistant

**PLEASE APPLY THROUGH THIS LINK**:
Sun Pointe Services is a pool and spa service and construction company based in California. We are looking for an administrative assistant for the construction division to help support with administrative tasks. We are a growing company and need someone to work with the CTO on accomplishing tasks and reaching goals to help the company continue to expand.

We currently have a virtual office staff of 7 members and we are looking to add to this team.

Job Duties

a. Follow up on new leads

b. Communicate with clients on current projects and upcoming projects

c. Forward bills from subcontractors to billing department

d. Review requests from permitting departments and respond accordingly

2. Daily check-in with project leads

a. Meet with each project lead every morning and at the end of each day on scheduling & project updates

3. Scheduling & Logistics

a. Prepare purchase orders with the help of the billing department

b. Schedule SPS construction crew for the following week by the end of the current week

i. Send schedule for upcoming week to each employee

c. Schedule subcontractors for upcoming week by end of prior week

i. Send written notice of schedule to each subcontractor

d. Communicate with billing department on expected completion dates of each project phase to ensure timely billing

e. Schedule and facilitate equipment rentals for the upcoming week by Friday of the previous week

f. Communicate schedule to clients and contractors once determined

4. Managing Employees

a. Collect timesheets daily/monitor time on QB Time

i. Enter into QB Time by project number/job code

b. Responsible for managing PTO requests from employees and adjusting schedule accordingly

c. Collect receipts from employees daily

i. All receipts need to have purchaser, business purpose and project number listed

d. Manage travel arrangements for applicable job sites

5. Manage project timeline and budget

a. Assist in preparation of estimates & budgets

i. Work with lead estimator to create estimates using project budget spreadsheet

ii. Prepare estimate in QBO and send to clients for review

b. Obtain project plans for each project before scheduling

c. Communicate expected timeline and payment schedule process to customers before project starts

d. Prepare reports weekly for management on progress of each project

e. Compare project budget spreadsheet to actual expenses to determine profitability vs expected profitability

f. Notify all appropriate parties of change orders needed/requested

i. Prepare change order form and receive signed consent before commencing on work

g. Obtain progress pictures from foremen upon completion of each phase

6. Oversee compliance

a. Prepare and submit permits to building, health and fire departments

i. Notify billing department of expected costs (including project number, etc.)

ii. Submit permits to respective department including providing payment

b. Obtain vendor packet and necessary documents from each subcontractor

i. No subcontractor can be paid until required documents are received

ii. Updated COIs need to be obtained upon expiration annually

c. Obtain customer onboarding packet from each new client as well as signed contract

d. Obtain any city/county licenses as necessary prior to scheduling work

7. Managing subcontractors

a. Obtain requested list of materials/tools prior to confirming date of work

b. Notify subcontractor of any jobsite requirements (parking, safety, PPE, dress code, etc.)

c. Obtain price sheets and/or signed estimates prior to confirming date of work

**PLEASE APPLY THROUGH THIS LINK**:
**Job Types**: Full-time, Permanent

**Salary**: $5,800,000 - $5,900,000 per month