Are you a highly skilled and efficient professional with a proactive mindset and the ability to handle multiple responsibilities without losing focus? We are seeking a dedicated Office Secretary/Assistant & Dispatcher to be the front-facing representative of our construction company. This demanding role requires exceptional organization, critical thinking, and a strong ability to keep projects and key personnel on track—all while maintaining direct communication with subcontractors, vendors, contractors, and clients.
Key Responsibilities:
Front Desk & Dispatching:
Serve as the first point of contact for clients, subcontractors, vendors, and contractors.
Handle incoming calls, emails, and messages, ensuring all communications are directed efficiently.
Schedule, coordinate, and dispatch subcontractors and vendors to various projects with precision.
Track all schedules, ensuring no overlaps or missed deadlines.
Respond promptly to any urgent on-site needs or issues related to subcontractors, vendors, and clients.
Project Coordination & Client Relations:
Maintain weekly updates for clients regarding project progress.
Conduct weekly follow-ups with subcontractors and vendors to confirm deliveries, job site progress, and any outstanding requirements.
Ensure that all materials, inspections, and schedules align with project timelines to prevent delays.
Proactively address any gaps or inefficiencies before they become problems.
Administrative & Executive Support:
Organize and manage the CEO’s agenda, calls, and meetings, ensuring nothing is overlooked.
Set up reminders, follow-ups, and scheduling alerts to keep leadership on track.
Utilize DocuSign, Google Sheets, and other software to maintain seamless documentation and records.
Handle sensitive documents, contracts, and correspondence with discretion.
Operational Efficiency & Proactive Problem-Solving:
Take initiative and make informed decisions without constantly relying on leadership for answers.
Keep the office and project workflow structured, ensuring all moving parts are aligned.
Think critically and independently—this role is meant to remove workload from the CEO and project managers, not add to it.
Track multiple ongoing tasks, ensuring nothing is left unfinished. No room for forgetfulness or inefficiency.
Qualifications & Requirements:
Prior experience in a similar role within the construction industry (required).
Strong multitasking abilities—must be able to jump between tasks without losing track.
Dispatching experience preferred—must be able to coordinate multiple people and moving parts.
Excellent communication skills—both written and verbal, with a strong ability to delegate and enforce accountability.
Highly organized, detail-oriented, and efficient. No room for sloppiness or rushed mistakes.
Must be tech-savvy and comfortable using DocuSign, Google Sheets, and other digital tools.
Bilingual in English and Spanish is a MUST
What We Expect:
We are not looking for just anyone. This role is for someone who:
Knows how to problem-solve without constantly asking for guidance.
Understands construction processes, workflows, and terminology.
Can effectively dispatch and manage subcontractors and vendors.
Takes work off the CEO’s and project managers’ plates—NOT add more to it.
Thrives in a fast-paced environment without losing focus or making mistakes.
Compensation & Application Process:
Starting Pay: $35 Hour
Application Requirements:
To be considered, you must submit the following:
Resume showcasing relevant experience.
Professional Photo (required for consideration).
This is a high-stakes, demanding role that requires intelligence, initiative, and efficiency. If you meet the criteria and are ready to take on the challenge, apply today!