Construction Office Administrator
Zalar Homes is a premier luxury custom home builder and remodeling company experiencing rapid growth. We are expanding our team and seeking an organized, proactive Construction Office Administrator who thrives in a fast-paced environment and enjoys supporting multiple projects while helping the entire team operate more efficiently.
POSITION SUMMARY
The Construction Office Administrator plays a critical role in supporting the Project Management Department by coordinating office operations, organizing project documentation, tracking project information, and facilitating communication between the office, field teams, vendors, designers, and clients.
This position requires exceptional organizational skills, strong attention to detail, the ability to manage multiple priorities simultaneously, and a commitment to accuracy. The ideal candidate enjoys creating order, solving problems, and ensuring projects remain organized from start to finish.
Essential Functions
Prioritize and manage multiple tasks in a fast-paced environment.Deliver accurate, high-quality work while meeting deadlines.Demonstrate initiative and proactively identify solutions to administrative challenges.Maintain professionalism while working under changing priorities and deadlines.Support project managers by reducing administrative workload and improving operational efficiency.
Key Responsibilities
Project Logistics & Inventory
Track material deliveries and coordinate receipt of project materials.Organize warehouse inventory and storage racks by project.Monitor inventory levels and coordinate office and warehouse supply orders.
Design & Material Coordination
Receive project materials alongside the project designer.Document deliveries, quantities, product specifications, and material condition.Maintain organized records of project selections and deliveries.
Financial & Billing Support
Collect, organize, and accurately record receipts, invoices, and project expenses.Assist with customer invoicing and project billing.Help monitor project costs against established budgets.
Document Management
Maintain organized physical and electronic filing systems.Manage project contracts, change orders, financial documents, and correspondence.Ensure complete and accurate project documentation throughout each project lifecycle.
Administrative Support
Manage multiple shared email inboxes.Schedule meetings and maintain calendars.Coordinate with IT vendors regarding technology and software needs.Sort and distribute incoming mail and deliveries.Prepare meeting agendas, record meeting minutes, and distribute summaries.Assist with planning employee meetings and company events.Maintain a clean, organized, and professional office environment.
Qualifications
Required
Excellent organizational and time management skills.Exceptional attention to detail and accuracy.Strong verbal and written communication skills.Ability to multitask and adapt quickly to changing priorities.Professional demeanor with clients, vendors, and field personnel.High level of integrity, accountability, and dependability.Proficiency with Microsoft Office (Word, Excel, Outlook).Valid California Driver's License with reliable transportation.
Preferred
Previous administrative experience in residential construction or with a general contractor.Experience with Buildertrend or similar construction management software.Familiarity with construction documentation, billing, and project coordination.
Ideal Candidate
The successful candidate is someone who naturally creates organization, enjoys keeping projects running smoothly behind the scenes, and takes pride in producing highly accurate work. They communicate professionally, build positive working relationships with diverse personalities, remain calm under pressure, and consistently follow through on commitments.
Schedule
Full-Time
Monday-Friday
7:30 AM - 4:30 PM
