Administrative Assistant

Groundworks Commercial Administrative Assistant

Ready to build your future? We're Groundworks, North America's leading foundation repair and water management specialist. We're more than a company - we're a team driven by purpose. As a Top Workplace, we're looking for top talent to fuel our mission: to protect, repair, and improve our customers' greatest asset their home.

But what makes us a great place to work? Here, you'll find real career growth, comprehensive and affordable benefits, a culture that values hard work and innovation, and company ownership equity. Whether you're starting your career or looking for your next big move, we offer hands-on training, advancement opportunities, and the chance to make a real impact every day.

Join us and lay the foundation for your success. Apply today!

The Commercial Administrative Assistant plays a pivotal role in providing support to the Commercial team in aspects of managing and processing documentation for each project to ensure all information is present, completed in a timely manner, and within compliance. This role will track pending documentation as necessary and provide a clear outline to the team of what is required for each job to execute successfully.

Duties and Responsibilities

Project Coordination:

• Collaborate with Project Managers, Project Engineers, and Business Development Reps to support areas around contracts, pre-qualification of documents, and proper execution.
• Assist PMs and PEs with document management; includes contracts, purchase orders, project schedules, permits, engineering, project submittals, etc.
• Support in the creation and standardization of SOPs based on current business needs.
• Utilize CRM to review leads for our sales team and manage lead workflow through review, scheduling, and installation. Client communication before, throughout, and after completion of projects required.
• Facilitate the change order process through collaboration with Project Manager and partnership with finance.
• Collaboration with finance to provide monthly support on compensation review of commissions and projects.
• Collect all documents for Branch crews and Subcontractor compliance including CPR (Certified Payroll Report), Insurance, Project documents, Invoicing, and correspondence such as emails. letters, etc.
• Performs other duties as assigned.

Other Administrative Responsibilities:

• Write and distribute email, correspondence memos, letters, faxes and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Research new deals and events pertaining to the local commercial industry where Groundworks may be a fit.
• Maintain contact lists.

Qualifications

• 1-2 years of administrative support experience, preferably in engineering or construction, working with commercial contractors.
• Requires excellent communication and interpersonal skills, including verbal and written communication.
• Intermediate computer skills utilizing Excel, Word, PowerPoint, Outlook, Adobe (pdf editing).
• Knowledge of office management systems and procedures.
• Experience using Builder Prime is preferred but not required.
• Excellent time management skills and the ability to prioritize work.
• High attention to detail and problem-solving skills.
• Dedication to providing excellent customer service.

Working Conditions

• The Commercial Administrative Assistant will work in an office environment and will sit at a local branch.
• This role will require standing, walking, moving, carrying, bending, reaching, handling, pushing and pulling, driving and lifting.
• Seeing with the ability to read reports, data, statistics and information on computer screens are required.
• Full-time

What We Provide:

• Competitive Pay
• Employee Company Ownership Opportunities
• Industry Leading Training Programs
• Leadership Development and Career Growth Tracks
• Comprehensive and Affordable Benefits Package
• Top Workplace with Award Winning Culture