Office Administrator MountainSide Contractors Albuquerque, NM Job Details Full-time From $18 an hour 1 day ago Benefits Paid time off Qualifications Spanish English Administrative experience Real estate administrative experience Certified Administrative Professional Office management Full Job Description Office Administrator — Job Description Full-time, in-office. Reports to Ownership/Operations. Position Summary The Office Administrator is the day-to-day operational hub of the office, keeping projects, subcontractor paperwork, warranty claims, and financial documentation moving on schedule. This role is responsible for accuracy, timeliness, and clear communication across every task listed below — not just task completion. Core Responsibilities & Performance Targets Each responsibility below has a measurable target. These targets form the basis of the 30/60/90-day review and the ongoing weekly scorecard. Project & Permit Administration Submit permit applications after project kickoff Weekly Collect & file subcontractor COIs / insurance docs On file before subcontractor starts work — zero exceptions Per project Maintain project document folders (contracts, change orders, permits) 100% of active projects have complete folders Monthly audit Coordinate scheduling updates with field crews/PM Same-day relay of schedule changes Daily Phone & Appointment Scheduling Answer incoming office phone calls Answered live or returned calls within 2 minutes Schedule construction estimate appointments Confirmed with homeowner within 1 business day of inquiry Maintain estimate appointment calendar Zero double-bookings or missed confirmations Weekly Send appointment reminders to homeowners Reminder sent 24 hrs before scheduled estimate Customer & Warranty Support Acknowledge incoming homeowner/warranty inquiries Within 24 business hours Log and route warranty claims per the warranty agreement Logged same day received; routed within 48 hrs Follow up on marketing/flyer leads Initial contact within 2 business days Financial & Bookkeeping Support Enter/code incoming invoices (AP) Within 48 hours of receipt Prep AR follow-ups / draw requests No invoice unpaid >30 days without a flagged follow-up Prepare monthly document package for bookkeeper/CPA Delivered by the 5th of the following month Monthly Property Management Support — R & A Estates (if in scope) Track lease renewal deadlines Renewal notice sent 60 days before expiration — zero missed deadlines Monitor RentRedi maintenance requests Acknowledged within 24 hours; routed same day Route tenant communications Response or escalation within 1 business day Reporting Requirements Submit a written weekly status report covering open items, overdue items, and anything escalated — due every Friday by end of day. Flag any item at risk of missing its target as soon as it's identified, not after the deadline passes. Maintain a running log of recurring issues or process gaps for monthly review with ownership. Qualifications 2+ years administrative experience; construction, real estate, or property management background preferred. Bilingual (English and Spanish) Comfortable with basic bookkeeping/invoice workflows; QuickBooks experience a plus. Professional phone presence — comfortable fielding inbound calls and scheduling appointments. Strong written communication — this role is customer-facing for warranty and tenant matters. Highly organized with proven ability to track multiple deadlines across concurrent projects. Experience with RentRedi or similar property management software a plus. Compensation & Schedule Full-time, in-office at 1020 Eubank Blvd Suite B, Albuquerque, NM. Mon-Friday 8am-5pm. Weekends (Optional).

PTO 7-14

days per year

Pay:

From $18.00 per hour Expected hours: 40.0 per week

Benefits:

Paid time off

Language:

Spanish (Required) Shift availability: Day Shift (Required) Ability to

Commute:

Albuquerque, NM 87112 (Preferred)

Work Location:

In person