Administrative Assistant

Job Overview

We are seeking a detail\-oriented and highly organized Administrative Assistant to join our team! This role plays a key part in coordinating project documentation, tracking field activities, and ensuring compliance with industry and project requirements. The ideal candidate is proactive, efficient, and comfortable working in a fast\-paced construction environment. This paid position offers an exciting opportunity to develop your administrative expertise while contributing to a collaborative team dedicated to excellence.

Duties

• Handle multi\-line phone systems efficiently, screening calls and transferring messages accurately
• Perform data entry, filing, and document proofreading to maintain organized records and ensure accuracy
• Assist in preparing, tracking, and following up on change orders for ongoing projects
• Collect and monitor employee timesheets to ensure accuracy and timely submission
• Record and email daily crew schedules to project managers
• Assist with Certificate of Insurance (COI) requests to insurance provider and ensure compliance with project requirements
• Coordinate with IT for device setup, system access, and troubleshooting network or equipment issues
• Prepare and compile warranties and Operations \& Maintenance (O\&M) manuals for project closeouts, through prepared templates
• Follow up on Accounts Receivable for outstanding invoices and payment collections
• Assist in preparing and maintaining labor compliance documentation
• Support administrative team, project managers, and estimators with general administrative and coordination tasks

Requirements

• Proven office/administrative experience with strong clerical skills and familiarity with office management procedures
• Excellent computer literacy including proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills with the ability to prioritize tasks efficiently and manage time effectively
• Demonstrated phone etiquette skills, including handling multi\-line phone systems with professionalism
• Ability to perform data entry accurately, support proofreading efforts, and maintain detailed filing systems
• Strong understanding of construction documentation such as change orders, and closeout packages

Location: In\-office, at Van Nuys, California

Certified Tile and Stone Inc. is a leading provider of high\-quality tile, marble and stone installation services for commercial and high\-end residential projects. We specialize in delivering precision craftsmanship, innovative design, and durable installations, working closely with general contractors and architects to create exceptional spaces. Our projects range from high\-end residential homes to large\-scale commercial developments. We have offices in Southern California, Northern California, and Nevada.

Pay: $25\.00 \- $27\.00 per hour

Education:

• Bachelor's (Required)

Language:

• English (Required)
• Spanish (Preferred)

Ability to Commute:

• Van Nuys, CA 91411 (Required)

Work Location: In person