Executive Assistant Position Available In Pinellas, Florida

Executive Assistant Axion Construction LLC. Largo, FL 33774 You’ll thrive in a stable and consistent work environment, where being patient, dependable, and dedicated to long-term projects is key. You’ll enjoy a role that requires balancing your task focus with the owner’s vision, ensuring attention to detail and maintaining high-quality standards across various responsibilities, from financial tracking to project management. You’ll naturally be thorough and focused, excelling at maintaining high standards while handling multiple tasks. While you’re comfortable taking ownership of your work, you’ll also collaborate and be open to feedback to align with the broader goals of the company. In this role, you’ll feel most comfortable in tasks that require focus and minimal social interaction, preferring to follow through reliably without distractions. You’ll bring strong interpersonal skills when needed but will find that working independently and staying focused is where you shine.

Key Responsibilities:

Project Management:

Learn and efficiently utilize CoConstruct software for project tracking and management. Maintain accurate project records, schedules, and timelines. Create a finished project binder for completed construction projects. Remind appointments and due dates, keeping everyone accountable for deadlines. Respond to client queries promptly and professionally to maintain clear communication.

Administrative Duties:

Handle inbound calls, scheduling, and follow up on permits, vendor estimates, and project details. Process intake calls for potential clients, gather information, and determine next steps if they are a good fit.

Financial Oversight:

Assist in processing paperwork related to project costs, ensuring timely and accurate financial reporting. Manage budgets, record actuals, process draws and change orders as they come up. Manage bank runs, process checks, and maintain accurate financial records. Ensure seamless integration between CoConstruct and QuickBooks Online for project cost tracking and bookkeeping. Handle payroll for employees, ensuring accuracy and timely processing.

Vendor Management:

Coordinate with vendors, follow up on estimates, and ensure smooth communication and project completion. Update protocols for bills and educate subcontractors and vendors. Keep track of renewals for subcontractor insurance and licensing.

Requirements:

Experience with CoConstruct or similar construction project management software is a plus. Proficiency with QuickBooks Online and basic bookkeeping principles. Experienced with both PC and Apple platforms. Strong organizational skills with a focus on attention to detail. Ability to handle sensitive financial data with integrity. Excellent communication skills, both written and verbal. Highly motivated and self-driven with the ability to work independently. Familiarity with construction project processes and follow-up is a plus. Experience in a construction-related environment is preferred. Proven ability to manage multiple tasks simultaneously. Proactive problem solver. Measurable Expectations in the First 90 Days 1.

Financial oversight:

Ensure paperwork is filed, spreadsheets are updated, and bills and payments are tracked accurately daily. 2.

Project Management:

Keep schedules and budgets updated in CoConstruct, ensuring no past-due tasks each day. 3.

Administrative follow-up and communication:

Ensure timely and professional responses to clients and vendors and manage email communication effectively daily.