Executive Assistant Custom Home Construction

Job Description

JOB TITLE: Executive Assistant – Custom Home Construction

Location: Broward County, Florida

Employment Type: Full-Time

POSITION OVERVIEW:

We are seeking a highly organized, detail-oriented Executive Assistant with experience in custom home construction to support our growing team. This role is ideal for someone who understands the construction process from both administrative and operational perspectives and can manage multiple responsibilities with precision and professionalism.

KEY RESPONSIBILITIES:

• PROJECT & ADMINASTRATIVE SUPPORT:
• Provide direct support to leadership with scheduling, communications, and coordination of ongoing projects
• Maintain organized records of project documentation, contracts, and correspondence

• CLIENT BILLING & PAY REQUESTS:
• Compile and assemble client pay requests using invoices from vendors and subcontractors
• Ensure accuracy and completeness of all billing documentation before submission to clients
• Track payment status and follow up as needed

• ACCOUNTS COORDINATION:
• Coordinate with the company bookkeeper to ensure timely and accurate payment processing
• Organize and manage disbursements to subcontractors and vendors once client payments are received
• Maintain clear records of all transactions and supporting documentation

• PERMITTING & COMPLIANCE:
• Prepare and assemble all required documentation for the permitting process in Broward County
• Coordinate with local municipalities, engineers, architects, and consultants as needed
• Track permit status and ensure compliance with all local regulations

• PROCUREMENT & MATERIALS MANAGEMENT:
• Order client selection materials and track deliveries
• Coordinate with vendors and job sites to ensure timely availability of materials
• Maintain vendor relationships and pricing records

QUALIFICATIONS:

• Previous experience in custom home construction or residential construction industry (required)
• Strong understanding of construction workflows, subcontractor coordination, and project timelines
• Experience with invoicing, pay requests, and financial coordination in a construction setting
• Familiarity with permitting processes in Broward County (highly preferred)
• Exceptional organizational skills and attention to detail
• Strong communication and problem-solving abilities
• Proficiency in Microsoft Office, Excel, and construction/project management software

PREFERRED ATTRIBUTES:

• Ability to multitask and prioritize in a fast-paced environment
• Proactive, self-starter mindset
• Professional demeanor when interacting with clients, vendors, and team members

COMPENSATION:

• Competitive salary based on experience ($95,000.00 - $105,000.00)
• Benefits package (to be discussed)

HOW to APPLY:

• Please submit your resume along with a brief summary of your experience in construction administration and why you would be a good fit for this role to summitbuildersfl@bellsouth.net.