Administrative Assistant - Construction and Weatherization Overview We are seeking a highly organized, dependable, and proactive Administrative Assistant to support the daily operations of our growing insulation, weatherization, and construction company. This position plays an important role in keeping projects, customer communication, scheduling, documentation, and office workflows organized. The ideal candidate is comfortable working in a fast-paced construction environment, managing multiple priorities, and communicating professionally with customers, field crews, vendors, subcontractors, program partners, and municipal offices. The Administrative Assistant will help ensure that projects move efficiently from initial scheduling through completion, documentation, and invoicing. Strong attention to detail, follow-through, technical ability, and a positive, team-focused attitude are essential. Responsibilities Answer and manage incoming phone calls, customer inquiries, and general office communication using professional phone etiquette. Schedule site visits, inspections, installations, crew assignments, meetings, and customer appointments. Coordinate with customers, project managers, field crews, subcontractors, vendors, and program representatives regarding project schedules and documentation. Enter and maintain accurate customer, project, and job information within company databases, spreadsheets, CRM platforms, and project management systems. Prepare, organize, and maintain work orders, proposals, purchase orders, permits, invoices, certificates, inspection documents, and job completion paperwork. Assist with permit applications and communicate with municipal building departments when required. Monitor project documentation to ensure all required forms, photographs, approvals, signatures, and supporting records are received and properly filed. Maintain organized electronic and physical project files. Assist with QuickBooks tasks, including creating invoices, recording payments, tracking expenses, and maintaining basic financial records. Prepare reports, spreadsheets, customer correspondence, and internal documents with accuracy and professionalism. Track job progress and follow up on outstanding approvals, deposits, permits, scheduling requirements, and closeout documentation. Assist with ordering office supplies, job materials, safety supplies, and other operational necessities. Support front-office operations and provide professional customer service throughout the project process. Proofread proposals, work orders, emails, reports, and other documents before distribution. Assist management with calendar organization, meeting coordination, follow-up tasks, and general administrative support. Help maintain compliance records related to employee documentation, training, safety requirements, insurance certificates, and construction programs. Perform additional clerical and administrative duties as needed to support the office and field operations. Qualifications and Experience Previous administrative or office experience, preferably within construction, insulation, weatherization, home improvement, property management, energy efficiency, or a related trade. Strong computer skills and proficiency with Microsoft Office, including Word, Excel, Outlook, Teams, and SharePoint. Experience with QuickBooks, CRM platforms, construction management software, or scheduling systems is preferred. Strong data-entry, filing, recordkeeping, and document-management skills. Excellent organizational skills with the ability to manage multiple active projects and competing deadlines. Strong written and verbal communication skills. Professional and confident when communicating with customers, contractors, vendors, field employees, and municipal departments. Ability to understand and follow project scopes, work orders, scheduling requirements, and administrative procedures. High level of attention to detail and commitment to accuracy. Ability to work independently, identify priorities, and follow tasks through completion. Experience managing multi-line phone systems, customer service, or front-desk operations is preferred. Bilingual English and Spanish communication skills are a plus. Previous executive assistant, project coordinator, construction administrator, or office management experience is advantageous. Preferred Industry Knowledge Knowledge or experience in any of the following areas is beneficial but not required: Insulation and air-sealing projects Weatherization and energy-efficiency programs Construction permitting and inspections Residential, multifamily, or commercial construction Work orders, purchase orders, proposals, and project closeout documentation Scheduling field crews and subcontractors Prevailing-wage or certified-payroll documentation Utility-funded energy programs or rebate programs OSHA, employee training, and safety documentation Ideal Candidate The ideal candidate is energetic, dependable, organized, and comfortable taking ownership of administrative responsibilities. This individual understands that construction schedules and priorities can change quickly and is able to respond calmly, communicate clearly, and keep projects moving. We are looking for someone who takes pride in accuracy, follows through without constant supervision, and enjoys creating structure in a busy operational environment. Join our team and become an important part of a growing company committed to quality workmanship, customer service, safety, and operational excellence.

Pay:

$22.00 - $25.00 per hour

Benefits:

Employee discount Flexible schedule Paid time off Ability to

Commute:

Chicopee, MA 01013 (Required) Willingness to travel: 50% (Required)

Work Location:

In person