Office Admin/manager

We are looking for a reliable Office Administrator for our growing construction company.
You will undertake administrative tasks, including calendar booking, appointment setting, Client/prospect information input, customer service via email ( and other similar tasks) and ensure the rest of the staff has adequate support to work efficiently.
The tasks will also eventually include bookkeeping, marketing, HR, and assistance to the Executive team. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy.
The office administrator ensures smooth running of our company’s offices and contributes in driving sustainable growth.

Responsibilities:

Office manager

– Assist in checking all projects and evaluate the progress.
-Assist in finalizing KPA, KPI, formalize and document the process of how we build our homes.
-Assist in finalizing a process so it can be easily followed. Formalize our pre and post walk through inspection forms, formalize our quality control forms for each trade. Key things to look for and check off
-Communications and marketing for (company). Website, social media, events, community initiatives, signage.
-Weekly client communication and updates through our Prject Management System
-Updating and or following (Software), uploading client informations, imputing photos if needed, completing change orders,
-Create vendor list and contact information for all our vendors to improve efficiency of ordering, and growth of our company
-Create monthly social media promotional posts on the products we can provide
-Manage all colour boards, products and samples for clients, agents and potential customers
-Organize social events in the show homes
-As we grow and provide more spec homes our client communication will increase drastically.
-Creating a welcome package or wow package for clients after a home is completed.

EA/Admin
– Manage Director diary/Book appointments where required
– Manage/oversee all company diaries/Book appointments where required
– Manage and distribute incoming mail/Emails and other material for Company
– Coordinate the filing of documents (electronic) on behalf of the Company and their team
– Maintain client database
– Suggest/Order gift baskets as required for clients

HR
– Write job descriptions and advertise vacancies
– Write up questions for interviews that ‘s relevant to the role
– Review applications and shortlist & Action all correspondence to applicants
– Perform the first round of interviews & Action all correspondence to applicants
– Arrange Face to Face Interview (Group)
– Arrange Trial Day information and be the point of contact
– Edit and send contracts
– Arrange building access, order shirts, arrange tech setup
– Gather new employee info and liaise with bookkeeper to have them set up for payroll Sales
– Create and courier out Information packs to potential clients where required
– Create and courier out Welcome box to new clients
– Coordinate the filing of documents (physical and electronic) on behalf of the Director/ Company and their team
– Raise all sales invoices/credits/Repeating
– Take customer payments via Credit Card
– New client audit (contracts signed and returned; payments taken)
– Arrange customer account to be closed

Marketing
– Post weekly to our social media channels following the TPB Social Media Playbook
– Coordinate and schedule meetings at a rate of 2 per month of new contacts.
– Update website regularly
– Update clients on (CRM) daily if needed