Administrative & Operations Assistant

About Us MK House Consulting, Inc. is a general contractor serving commercial, HOA, and residential customers throughout the Las Vegas Valley for their construction, maintenance, and renovation needs.We pride ourselves on strong customer service, attention to detail, and building lasting relationships with our customers and industry partners.We are a growing company with a small, collaborative office team, so our administrative needs can change from day to day. We are looking for someone who enjoys variety, takes ownership of their responsibilities, and wants the opportunity to learn and grow with the company. Position Overview The Administrative \& Operations Assistant will take ownership of the day\-to\-day coordination of our Service Department while also providing direct administrative and project support to our CEO.The primary priorities of this position are simple: keep service jobs moving, keep customers informed, and keep CEO\-directed projects moving toward completion.This role requires someone who is organized, proactive, comfortable communicating with customers and field personnel, and able to follow tasks through without needing constant direction.Additional administrative responsibilities will provide backup support to other members of our office team as needed. Primary Responsibility: Service Coordination Receive and enter new service requests into company systems. Coordinate and schedule technicians and subcontractors based on job requirements and availability. Maintain proactive communication with customers regarding scheduling, status updates, delays, and next steps. Track open service jobs from the initial request through completion, ensuring outstanding items are consistently followed up on. Obtain missing information, photos, documentation, and job updates from technicians, subcontractors, and internal team members. Confirm completion and assemble complete job documentation so completed work can move to invoicing in a timely manner. Maintain accurate and organized service records within the company CRM. Recognize issues requiring management attention and provide the CEO with the information needed to make decisions. Help ensure every open service job has a clear current status and next action. Primary Responsibility: CEO Administrative \& Project Support Assist the CEO with organizing priorities, deadlines, projects, and outstanding action items. Take assigned projects from initial direction through drafting, review, follow\-up, and completion. Prepare, revise, and maintain company forms, employee handbook materials, procedures, correspondence, and other documents. Gather information from employees, vendors, and other parties as needed to complete assigned projects. Follow up with team members on outstanding tasks and information. Maintain an organized project/task list and provide concise progress updates. Establish and maintain filing and recordkeeping systems that make company information organized and easy to locate. Assist with special projects and company initiatives as assigned. Subcontractor Sourcing, Vetting \& Coordination Research and identify potential subcontractors based on company and service needs. Conduct initial screening for experience, capabilities, availability, service area, and pricing. Communicate with prospective subcontractors and check references as needed. Collect required documentation, including W\-9s, Certificates of Insurance (COIs), and applicable licenses. Present qualified subcontractor candidates and findings to the CEO or designated manager for final approval. Maintain organized and current subcontractor records. Follow up on missing or expiring documentation. Track subcontractor responsiveness, reliability, and work quality and communicate concerns to management. Secondary Responsibility: Administrative Backup Because we have a small office team, this position will also provide backup administrative coverage during staff absences or periods of increased workload. These responsibilities are secondary to Service coordination and CEO support and may include: Entering new sales opportunities into our CRM. Processing approved proposals and contracts. Creating deposit invoices and assisting with approval tracking. Entering and reviewing technician timecards. Entering vendor and subcontractor invoices into our CRM and accounting software and allocating costs to the appropriate jobs. Answering and routing incoming phone calls. Receiving purchase authorization calls from field technicians at retail/vendor locations, documenting purchases, and allocating them to the appropriate jobs within our CRM and accounting software. Ordering and maintaining office supplies. Assisting with mail, scanning, filing, document management, and general correspondence. Providing additional administrative support to the team as company needs evolve. QualificationsRequired: High school diploma or equivalent. Proficiency with Windows and Microsoft 365, including Outlook, Word, and Excel. Strong verbal and written communication skills. Excellent organization and attention to detail. Strong follow\-through and the ability to take ownership of assigned responsibilities. Ability to manage multiple priorities and adjust as needs change. Comfortable making phone calls and communicating professionally with customers, technicians, subcontractors, vendors, and internal team members. Comfortable working with numbers, invoices, purchasing information, and detailed data entry. Ability to recognize when an issue can be handled independently and when management input is necessary. Willingness to learn new software, processes, and areas of the business. Ability to work independently while also contributing to a small, team\-oriented office. Preferred: Previous administrative, operations, service coordination, construction, or property management experience. Basic accounting or bookkeeping knowledge. Experience with CRM, accounting, ticketing, or other business management software. Experience with Salesforce or a similar CRM. Experience with Foundation or similar accounting software. Experience with SharePoint and/or OneDrive. General familiarity with construction, maintenance, or home/commercial services. Construction experience is helpful, but not required. We are willing to teach the right person our industry and processes. Initiative, organization, communication, and follow\-through are more important to us than knowing everything on day one. What Success Looks Like A successful Administrative \& Operations Assistant will help ensure that: Service customers receive timely updates and understand the next steps for their projects. Open service jobs have a current status, assigned next action, and consistent follow\-up. Completed service jobs reach invoicing with complete and accurate documentation. CEO\-directed projects continue progressing according to established priorities and deadlines. Potential subcontractors are thoroughly screened before being presented for approval. Subcontractor documentation and records remain accurate and current. Tasks don't simply get started—they get followed through to completion. Schedule \& Compensation This is a full\-time, in\-office position working 40 hours per week, Monday through Friday. Typical schedule options are: 7:00 AM–4:00 PM with a one\-hour lunch, or 7:30 AM–4:00 PM with a 30\-minute lunch. Starting pay: $20\.00 per hour. Employees become eligible for paid vacation time and sick leave following successful completion of their initial 90\-day probationary period. Benefits \& Perks Eligible employees have access to health insurance, as well as optional dental, vision, and other supplemental benefits following the applicable eligibility period. Benefit costs vary depending on coverage selected and will be discussed during the interview process.As a smaller company, we also enjoy occasional team lunches, birthday celebrations, company and team\-building events, holiday celebrations, and other employee perks. Growth Opportunity Because MK House has a small office team, responsibilities naturally evolve as our company grows. We are looking for someone who is willing to learn new areas of the business and take on additional responsibilities as they become comfortable in the position. This is an opportunity for the right person to make the role their own and grow with the company. How to Apply Please submit a current resume outlining your qualifications and relevant experience through Indeed.Professional references are preferred but not required with your initial application. Pay: $19\.00 \- $21\.00 per hour Expected hours: 40\.0 per week Work Location: In person