Office Administrator Phillips Property Solutions, LLC Memphis, TN Job Details Full-time $15 - $20 an hour 14 hours ago Qualifications Microsoft Outlook Administrative experience Certified Administrative Professional Organizational skills Customer support Full Job Description Here's a polished job description you can use for hiring, an offer packet, or an employee handbook.

OFFICE ADMINISTRATOR

Phillips Property Solutions, LLC Residential Remodeling & General Contracting Position Overview Phillips Property Solutions, LLC is seeking a highly organized, dependable, and proactive Office Administrator to support the daily operations of our growing residential remodeling and general contracting company. The Office Administrator will serve as a central point of coordination between ownership, office staff, field personnel, subcontractors, vendors, clients, and prospective customers. This position requires someone who can manage multiple priorities, communicate professionally, maintain accurate records, and help ensure projects and office operations stay organized and on schedule. The ideal candidate is a self-starter who takes ownership of responsibilities, follows through without constant supervision, and looks for ways to improve organization and efficiency. Key ResponsibilitiesOffice & Administrative Management Manage day-to-day administrative and clerical functions of the office. Answer and route incoming phone calls, emails, website inquiries, and customer requests. Maintain organized electronic files, customer records, project documentation, and company records. Prepare, organize, scan, upload, and distribute documents as needed. Maintain company calendars and assist with scheduling meetings, consultations, inspections, appointments, and project-related activities. Maintain office supplies and coordinate routine office needs. Assist ownership and management with administrative tasks as assigned. Develop and maintain organized systems, checklists, and procedures for recurring office responsibilities. Customer & Lead Communication Provide professional and friendly communication with existing and prospective clients. Respond promptly to new customer inquiries and assist with initial lead intake. Gather basic project information from prospective customers and enter accurate information into the company CRM. Schedule consultations, project meetings, and customer appointments. Send appointment confirmations, reminders, and follow-up communications. Assist with keeping customers informed regarding scheduling, selections, documentation, and other administrative project needs. Maintain a high standard of professionalism in all customer communications. CRM & Project Administration Maintain accurate and current information within the company's CRM. Create and update customer profiles, projects, notes, appointments, tasks, and related records. Keep project/job boards current with project status, scheduling information, outstanding items, and upcoming deadlines. Upload project photographs, documents, contracts, change orders, selections, and other project information. Track outstanding customer decisions, selections, approvals, and administrative requirements. Assist management with keeping projects moving by identifying missing information and following up when necessary. Job Costing & Financial Administration Assist with maintaining job-costing records for active construction projects. Enter and organize subcontractor costs, material purchases, labor/time entries, receipts, invoices, and other project expenses. Assist with tracking customer invoices and payments. Organize receipts and documentation by project. Assist management with reviewing estimated costs versus actual project costs. Maintain accurate documentation necessary for project profitability reporting. Coordinate administrative information with the company's bookkeeper/accounting professionals as directed. Flag missing receipts, invoices, payments, or job-cost information for management review. Investment Property & Airbnb Administration Assist with administrative management of company-owned investment properties and short-term rentals. Maintain property-specific records, expenses, receipts, vendor information, and maintenance documentation. Coordinate cleaners, maintenance personnel, contractors, and vendors when directed. Assist with scheduling repairs, preventative maintenance, inspections, and property-related appointments. Maintain supply and inventory lists for short-term rental properties. Assist with guest communication and property-management administrative responsibilities when assigned. Track property expenses and organize documentation for accounting and management purposes. Scheduling & Calendar Management Maintain company and management calendars. Schedule customer consultations, site visits, inspections, subcontractors, vendors, and internal meetings. Coordinate schedules between office personnel and field operations. Monitor upcoming appointments and deadlines and communicate scheduling changes promptly. Help prevent scheduling conflicts and ensure necessary information is available before appointments. Subcontractor & Vendor Administration Maintain organized subcontractor and vendor contact information. Assist with obtaining estimates, invoices, receipts, insurance documents, W-9s, and other required documentation. Communicate scheduling information and project documentation to subcontractors and vendors as directed. Maintain records of subcontractor paperwork and notify management when required documentation is missing or expired. Assist with material ordering, delivery coordination, and vendor communication when requested. Marketing & Online Presence Assist with maintaining the company's online presence. Keep company information, project photographs, and service information current on Google Business Profile and other applicable platforms. Assist with creating, scheduling, and posting social media content. Organize before-and-after photographs and completed-project content for marketing purposes. Assist with requesting and responding to customer reviews. Maintain organized photo and video libraries for completed and active projects. Help ensure company branding and information remain consistent across online platforms. Project Closeout Assist with administrative closeout of completed projects. Confirm project documentation, photographs, invoices, payments, warranties, and related information have been properly filed. Assist with requesting customer reviews and organizing completed-project photographs for marketing. Verify project records are complete before administrative closeout. Qualifications Strong organizational and time-management skills. Excellent written and verbal communication skills. Professional and courteous customer-service skills. Strong attention to detail and accuracy. Comfortable working with computers, cloud-based software, email, calendars, spreadsheets, and CRM systems. Ability to learn new software and company processes quickly. Ability to manage multiple projects and priorities simultaneously. Ability to work independently and take initiative. Dependable, punctual, and consistent. Comfortable communicating with customers, subcontractors, vendors, and field personnel. Construction, remodeling, property-management, administrative, bookkeeping, or job-costing experience is preferred but not required for the right candidate. Skills That Are a Plus Residential construction or remodeling experience. CRM experience. Job-costing experience. QuickBooks or bookkeeping experience. Google Workspace experience. Microsoft Excel or Google Sheets experience. Social media and digital marketing experience. Property-management or Airbnb/short-term-rental experience. Canva or basic graphic-design experience. Experience coordinating subcontractors or vendors. What Success Looks Like A successful Office Administrator at

Phillips Property Solutions:

Keeps the office organized and information easy to locate. Keeps the CRM and project records consistently updated. Responds to customers professionally and promptly. Makes sure appointments, deadlines, and follow-ups do not fall through the cracks. Maintains accurate job-cost and financial documentation. Keeps management informed of outstanding issues before they become problems. Takes ownership of assigned responsibilities. Anticipates what needs to happen next rather than waiting to be told every step. Helps create systems that allow the company to operate more efficiently as it grows. Position Expectations This position plays an important role in keeping Phillips Property Solutions organized and providing customers with a professional experience from their initial phone call through project completion. Because Phillips Property Solutions is a growing company, responsibilities may evolve as systems, personnel, and project volume change. The Office Administrator should be comfortable adapting to changing priorities and taking on additional administrative responsibilities that support the company's operations.

Company:

Phillips Property Solutions, LLC Industry:

Residential Remodeling / General Contracting /

Property Management Position:

Office Administrator Reports To:

Ownership / Management I can also turn this into a shorter Indeed/Facebook hiring post or build a 30/60/90-day expectations and performance scorecard for the person you hire.

Pay:

$15.00 - $20.00 per hour Expected hours: 40.0 per week

Work Location:

In person