Administrative Assistant & Customer Support – Construction

We are hiring for an Administrative Assistant & Customer Support specialist for a Sales and Operations team. You'll keep bids, proposals, change orders, and project paperwork moving, support marketing, and be a point of contact for clients. This is a remote, long-term, full-time role (40 hours a week) reporting to the Project Manager.

Flexible hours, with a REQUIRED DAILY OVERLAP of 2PM–5PM Los Angeles time

What You'll Do

• Track the status of all outstanding bids and client communications, flag when action is needed, and help with follow-ups
• Draft, send, and track decorative proposals and change orders, and advise the manager on follow-ups until they're signed
• Once contracts are signed, assemble job start documents for the field (proposals, submittals, takeoffs)
• Set up new projects: Create digital folders, download plans, update the calendar, and prepare files for estimation
• Prepare and send full submittal packages to the General Contractor and follow up on questions or comments
• Request material quotes from outside suppliers
• Keep the client database and contact information up to date
• Help with calendar and scheduling
• Support marketing: social media posts and scheduling (Planoly), email marketing, job photos, and website updates
• Other administrative support as needed

MUST-HAVE SKILLS

• Minimum 3 years of experience in an administrative and/or coordinator role
• Proficiency with Microsoft Office Suite (Excel, Word)
• Strong customer service skills and ability to communicate effectively with diverse clients and co-workers
• Detail-oriented with consistent follow-through, able to manage multiple tasks across different areas
• Proactive and action-oriented: spots issues and follows up without waiting to be asked

Nice-to-Haves

• Interest or experience in the construction industry (bids, submittals, takeoffs, change orders)
• Experience with CRM online systems for sales and marketing (e.g., HubSpot)
• Experience with Planoly or similar social media scheduling tools

HOW TO APPLY FOR THIS POSITION
Provide a link to your resume, a link to your portfolio (if applicable), and answer the following questions. Please note that the point of asking you to answer the following questions is to enable us to gauge your ability to follow instructions, your command of the English language, your ability to communicate clearly, and your attention to detail. Applicants that do not fully answer the questions below will be ignored.

Answer each question using the same numbering format below.
1. Have you worked in construction or home services before? If yes, walk us through your day-to-day responsibilities and workflow.
2. Describe your experience tracking bids, proposals, contracts, or change orders, or any documents you followed up on until they were signed.
3. How have you handled project setup or job start paperwork (organizing files, preparing document packets, coordinating with vendors, suppliers, or contractors)?
4. What marketing tasks have you handled (social media posts, scheduling, email campaigns, website updates), and which tools did you use?
5. Have you used HubSpot or another CRM, and Planoly or a similar scheduling tool? If yes, please share how you used them.
6. Are you comfortable with a daily overlap of 2PM–5PM Los Angeles time?
7. How many hours a week would you prefer to work (40+ full time, or if less, "part-time," please specify)?
8. If hired, will this be your only job, or do you have other jobs or freelance commitments?
9. Where do you see your career heading in the next 1 to 3 years?