Benefits:

401(k) matching

Dental insurance

Health insurance

Paid time off

Company Overview:

At A GRADE Property Restoration, we are dedicated to restoring homes and businesses to their former glory after disasters strike. As one of New Jersey's premier fire, water, and storm property restoration contractors, we take pride in our ability to turn chaos into comfort. Join us in our mission to rebuild communities and restore peace of mind.

Job Summary:

We are seeking an Administrative Assistant to provide support to the Construction Management Team. This role involves assisting with tracking construction schedules, managing invoices, monitoring job costs, and organizing construction documents.

As the sentinel of project-related documentation and guardian of new job setup procedures, your efforts are instrumental in laying the foundation on which projects can run smoothly. Your commitment to accuracy, attention to detail, and proactive task management significantly enhances the team's efficiency and productivity. The ideal candidate will have a positive attitude, work with a sense of urgency and eagerness to tackle new tasks.

Key Responsibilities:

Administrative Support: Assist the leadership team with various administrative tasks and contribute to efficient workflows. Communicate with clients, subcontractors, insurance adjusters and vendors via phone, email, and text message in a timely and professional manner. Run occasional errands as directed by management.

Construction Schedule Tracking: Assist with tracking and updating construction schedules to support project timelines. Coordinate with the construction team to identify potential delays and communicate updates to relevant parties.

Contract Preparation: At the direction of management team, prepare, track and secure e-signatures on contracts and ensure proper filing.

Data Entry & Job Tracking: Strive to become project tracking software expert, entering invoices, change orders, client and subcontractor information. Set up and organize client profiles and project folders. Collaborating with accounting department and field personnel, create invoicing reports. Maintain current and complete Certificates of Insurance (COIs) records for each subcontractor and update information in all systems.

Job Cost Monitoring: Assist in tracking job costs and work with the project management team to monitor expenses and flag any discrepancies or potential financial issues.

Document Management: Oversee construction-related documentation files, including contracts, permits, change orders, and subcontractor/vendor bills. Oversee all digital and physical records are kept up-to-date and easily accessible for the project team.

Permit & Inspection Coordination: Assist the Project Managers with preparing and submitting zoning and building permit applications. Follow up with local authorities on permit status and coordinate with the team to schedule inspections as needed.

Reporting: Generate regular reports on project statuses, including costs, timelines, and any outstanding issues. Provide detailed updates to the management team to support informed decision-making.

Job Qualifications:

Experience: At least 3 years of administrative experience, preferably in the construction or restoration industry.

Organizational Skills: Strong organizational abilities with attention to detail, ensuring accurate record-keeping and timely task completion. Understanding of project management processes.

Tech-Savvy: Proficiency in MS Office (Word, Excel, Outlook), knowledge of DropBox and experience using project management software is essential. Ability to quickly learn new systems and tools for document management and scheduling.

Communication: Excellent verbal and written communication skills, with the ability to interact professionally with team members, clients, and vendors. Bilingual in Spanish a +.

Time Management: Ability to manage multiple tasks simultaneously and prioritize duties effectively, especially in a fast-paced environment with shifting deadlines.

Problem-Solving: Strong problem-solving and critical thinking skills, particularly in resolving administrative or scheduling challenges. Experience working with interdepartmental teams. Driven, resourceful, self-motivated with can-do and positive attitude.

Driver’s License: A valid NJ driver’s license without multiple or major violations is required. Must have reliable transportation to commute to the office daily from Monday – Friday.

Schedule:

Monday to Friday, 8:00 am – 5:00 pm (1-hour unpaid lunch)

Benefits:

Medical & Dental Insurance for employee if needed – after 90-day probationary period (company pays 50% of insurance premiums – 50% deducted from employee payroll)

Paid Holidays + 2 floating holidays (as per Employee Handbook guidelines)

Paid Time Off (10 per Anum) – after 90-day probationary period

Sick Days (5 per Anum) – after 90-day probationary period

401K with 4% Company Match – after 90-day probationary period

We support and hire Veterans, and we are an Equal Opportunity Employer! In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.