Job Description

Title: Administrative Assistant

Location: Southold, NY ( on-site )

Schedule/Hours: Position is Expected to Start as Part-Time (25-30), Once Person Is Trained & Up to Speed , Position Will Transition to Full-Time (37+)

Compensation: $22-24/hr.

What You'll Do:

• Manage spreadsheets for job costing, analysis, and business tracking (CRM), including weekly reviews to ensure high closure rates.
• Review and maintain Skimmer reports; debrief with manager on findings.
• Develop and manage new tools (spreadsheets/programs) to improve efficiency, productivity, and streamline operations.
• Support social media efforts by creating a posting process, developing content, and scheduling consistent posts (videos, reels, tips, and more).
• Assist in improving and refreshing website content, including blog and tips pages.
• Handle administrative tasks such as managing emails, correspondence, phone calls, filing, organizing, and creating processes for better functionality.
• Manage meeting agendas and minutes, calendars, and inventory (ordering, tracking, and backorder follow-up).
• Support permitting processes with building departments, zoning boards, DEC, and health departments, ensuring compliance with SOPs.
• Assist in client communication by providing weekly project updates, scheduling property walkthroughs, and ensuring consistent touchpoints throughout the customer journey.
• Manage project scheduling and CRM updates, ensuring information is current and accurate.
• Coordinate inspections and document results for project files.
• Support seasonal/off-season needs such as inventory reviews, process improvements, budget updates, industry training, and attending trade shows.

What We're Looking For:

• Strong communication and interpersonal skills.
• Excellent organizational abilities with the capacity to prioritize and manage multiple tasks daily.
• Detail-oriented with strong follow-through to ensure tasks are completed accurately and on time.
• Proficiency in budgeting, reporting, and administrative functions.
• Flexibility and adaptability to shifting responsibilities.
• Team-oriented mindset with a willingness to collaborate across the organization.
• Commitment to on-site work (no remote option).

About Our Client:

A locally established leader in design, construction, and maintenance, this company is dedicated to delivering high-quality craftsmanship and exceptional customer experiences. With a strong focus on innovation and attention to detail, they provide tailored solutions that bring clients’ backyard visions to life. Their team emphasizes professionalism, reliability, and long-term customer satisfaction across every project.

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