Executive Administrative Assistant

Breakwater Roofing and Restoration, Inc.

Published: 6/14/2022

Job Description

Position Summary

We are seeking a highly organized, dependable, and motivated Executive Administrative Assistant to support company leadership and assist with the day-to-day administrative operations of our growing construction company.

This position combines executive administrative support, human resources, compliance, and financial administration. The ideal candidate does not need to be an expert in every area. We are looking for someone who is intelligent, organized, detail-oriented, comfortable with numbers, and eager to learn and grow into additional responsibilities.

This position will work closely with company leadership and will have exposure to multiple areas of the business. It is an excellent opportunity for someone who wants to develop a long-term career in business administration and operations within the construction industry.

Key Responsibilities

Executive & Administrative Support

· Provide direct administrative support to company leadership.

· Manage calendars, meetings, appointments, and scheduling.

· Assist with emails, correspondence, reports, and company documents.

· Prepare meeting agendas and take notes when necessary.

· Maintain organized electronic and physical company records.

· Assist leadership with special projects and company initiatives.

· Track deadlines and follow up with employees and managers on outstanding items.

· Help improve administrative processes and overall office organization.

· Maintain confidentiality when handling sensitive company and employee information.

Human Resources

· Assist with recruiting, job postings, and scheduling interviews.

· Help coordinate the onboarding of new employees.

· Maintain employee personnel files and required documentation.

· Assist with employment paperwork, policies, and company procedures.

· Track employee certifications, training requirements, and required documentation.

· Assist management with employee reviews and performance documentation.

· Help communicate company policies and procedures to employees.

· Assist with employee benefits and other HR-related administrative responsibilities.

· Maintain confidentiality of employee and HR information.

Compliance

· Assist with maintaining company, employee, subcontractor, and vendor compliance documentation.

· Track licenses, certifications, insurance documents, W-9s, workers' compensation information, and other required records.

· Help ensure subcontractor and vendor files remain current and complete.

· Monitor expiration dates and follow up on missing or expired documentation.

· Assist with OSHA, safety, and construction-related administrative documentation.

· Maintain organized records for audits, insurance requirements, and company compliance.

· Assist management in developing and maintaining company policies and procedures.

· Help ensure required documentation is collected and properly filed before projects or vendors are approved.

Financial & Accounting Support

· Assist leadership and accounting personnel with basic financial and administrative tasks.

· Help maintain and update company budgets.

· Assist with tracking job costs and project expenses.

· Review invoices and supporting documentation for accuracy.

· Assist with accounts payable and accounts receivable administration.

· Help track vendor and subcontractor invoices.

· Assist with purchase orders and expense documentation.

· Help prepare basic financial reports and spreadsheets.

· Assist with credit card and expense reconciliation.

· Track outstanding financial items and follow up with the appropriate team members.

· Maintain organized financial records and supporting documentation.

· Work closely with leadership to help identify budget variances and unusual expenses.

This position is not expected to function as the company's accountant or controller. The financial responsibilities are intended to support leadership and accounting while providing the employee an opportunity to develop stronger financial and business-management skills.

Qualifications

· Strong organizational and time-management skills.

· Excellent attention to detail.

· Professional written and verbal communication skills.

· Comfortable working with numbers, spreadsheets, and financial information.

· Proficiency or willingness to develop proficiency in Microsoft Excel, Word, Outlook, and similar business software.

· Ability to learn new software and company systems quickly.

· Ability to manage multiple priorities and deadlines.

· Strong follow-through and problem-solving skills.

· Ability to handle confidential information professionally.

· Positive attitude and willingness to take on new responsibilities.

· Construction, restoration, roofing, insurance, HR, accounting, or administrative experience is helpful but not required.

What We Are Looking For

We are willing to train the right person. Previous experience is valuable, but character, organization, work ethic, attention to detail, and willingness to learn are more important to us than having experience in every area of the position.

· Takes ownership of their responsibilities.

· Does not need to be reminded repeatedly about deadlines.

· Is comfortable asking questions and learning new processes.

· Can work independently while also being part of a team.

· Notices when something is missing or incomplete and follows up.

· Enjoys creating organization and improving processes.

· Is comfortable working directly with company leadership.

· Wants to grow professionally as the company grows.

Growth Opportunity

This position is designed to grow with the right individual. As the employee develops experience in company operations, HR, compliance, and financial administration, additional responsibilities and advancement opportunities may become available.

Potential career growth could include positions such as Executive Administrator, HR & Compliance Coordinator, Business Operations Coordinator, Office Manager, or Business Operations Manager.

Compensation

Competitive compensation based on experience, qualifications, and demonstrated ability.

Why Join Us?

This position provides an opportunity to learn how a construction company operates from multiple perspectives. Rather than performing only traditional administrative duties, this individual will work closely with leadership and gain experience in business operations, human resources, compliance, construction administration, and financial management.

We are looking for someone who wants more than just a job—we want someone interested in developing their skills, taking on greater responsibility, and growing with the company.

\nCompany Description

Breakwater Roofing and Restoration is a southeastern-based full-service general contracting company. We specialize in roofing and interior/exterior storm-related damage.

Our entire team has completed hours of on-the-job training and industry certifications. We only hire the best roofing professionals in the industry. We offer great benefits and are looking for someone to join our team! We take pride in our craftsmanship, integrity, and strong client relationships.

Company Description

Breakwater Roofing and Restoration is a southeastern-based full-service general contracting company. We specialize in roofing and interior/exterior storm-related damage.\r\n\r\nOur entire team has completed hours of on-the-job training and industry certifications. We only hire the best roofing professionals in the industry. We offer great benefits and are looking for someone to join our team! We take pride in our craftsmanship, integrity, and strong client relationships.