Administrative Assistant (Hybrid) — General Contracting Office Support

We are seeking a dynamic and proactive Parttime Assistant Hybrid to join our team! This versatile role combines remote and in-office responsibilities, offering an exciting opportunity to support daily operations, manage administrative tasks, and provide exceptional customer service. The ideal candidate will be energetic, organized, and eager to contribute to a collaborative environment. This paid position is perfect for someone looking to develop their office management skills while enjoying flexible working arrangements. If you thrive in a fast-paced setting and possess strong communication skills, this is your chance to make a meaningful impact!

Duties

Responsibilities

Answer and route calls promptly and professionally (clients, subcontractors, suppliers, inspectors)
Provide customer support by handling questions via phone/email and escalating urgent issues as needed
Schedule appointments, site visits, inspections, and meetings using Google Workspace and Microsoft Office
Maintain organized job folders (digital + physical): proposals, contracts, change orders, invoices, permits, photos, and receipts
Perform accurate data entry, document formatting, and proofreading (estimates, work orders, emails, basic forms)
Assist with basic bookkeeping support in QuickBooks (or similar): invoice entry, receipt tracking, vendor bills, and payment status updates
Track vendor/subcontractor contact info, COIs (Certificates of Insurance), and W-9s as needed
Support office operations: supply ordering, mail handling, scanning/printing, and keeping the home office workspace organized
Handle occasional local errands related to project paperwork (e.g., permit drop-offs, document filing at City Hall, shipping/printing)
Work Location (Hybrid)

Mostly remote/virtual and phone-based
Main office is a home-based office
Occasional in-person tasks may be required for paperwork filing, permit-related errands, or organizing physical job documents
Requirements

Some experience in administrative support, office coordination, or similar roles
Strong computer skills with Microsoft Office (Word, Excel, Outlook) and Google Workspace
Excellent organization and time management; able to prioritize multiple tasks in a fast-moving environment
Comfortable handling high call volume with professional phone etiquette
Strong attention to detail for document accuracy, file organization, and data entry
QuickBooks familiarity preferred (or willingness to learn)
Bilingual (English/Spanish) strongly preferred
Experience supporting construction, property management, trades, or a service business is a plus
Preferred (Nice to Have)

Familiarity with permits/inspections, vendor coordination, and construction scheduling
Experience with invoicing, purchase orders, or job costing basics
Join us as a Part time Assistant Hybrid and become an integral part of a vibrant team dedicated to excellence! This role offers the opportunity to grow your administrative expertise while enjoying the flexibility of hybrid work. We value energetic individuals who are eager to support our mission through outstanding service and organizational excellence.

Job Type: Part-time

Pay: $20.00 - $30.73 per hour

Benefits:

Flexible schedule
Experience:

Personal assistant: 5 years (Required)
Language:

Spanish (Required)
Ability to Commute:

Medford, MA (Required)
Willingness to travel:

25% (Preferred)
Work Location: Hybrid remote in Medford, MA