IMMEDIATE OPENING for Administrative Assistant

Join our team! Rave design + build is seeking a full time Administrative Assistant to manage the office, correspond with employees and clients and handle various duties for the firm’s owners.  Candidate must be professional in appearance and conduct as you will often serve as the first impression of our firm. Please send all resumes to melisa@ravedesignbuild.com.

Responsibilities include:

  • Preparing estimates and contracts

  • Creating job cost tracking spreadsheets for each new project and updating project expenses by collaborating with clients and staff weekly

  • Invoicing clients and receiving payments

  • Answering calls, ensuring messages reach the appropriate staff and responding to project inquiry emails

  • Prepare, file and secure various permits within municipalities where we conduct work. This will sometimes include scheduling inspections either via phone or online depending upon the municipality

  • Material/product research as assigned by senior management

  • Manage, review, and approve employee time sheets daily through On the Clock timesheet app.  Allocate employee hours to each project in progress for weekly job cost tracking purposes

  • Implementing and monitoring programs/policies as directed by senior management and seeing them through to completion

  • Database management

  • Prepare necessary documents for monthly workman’s comp reporting and annual liability and worker’s comp insurance audits.

  • Gather and prepare end of year tax documents for the Accountant

  • General office duties: scanning, filing (physical and electronic), email correspondence, running errands, maintaining office equipment, routinely updating the office inventory spreadsheet, updating tool and machinery spreadsheet and ordering/purchasing supplies as needed

  • Human Resource duties: writing job descriptions, posting employment ads, receiving and reviewing applications, assisting with scheduling and conducting interviews, ensure all new hire documents are complete, update new-hire documents as needed and annually update current employee records

  • Assisting with the development of strategic marketing plans and ensuring successful delivery of campaigns

  • Responsible for daily management and interaction with clients and followers on our FB and Instagram social media pages

  • Light office cleaning

  • Assist in prepping for meetings with prospective/current clients

  • Manage correspondence between Rave and third-party entities such as vendors and subcontractors working on our project

Skills required:

  • Proficiency with Adobe Acrobat and Microsoft Office (Specifically: Excel and Word)

  • Working knowledge of standard office equipment (scanner, copier and printer)

  • Excellent written and oral communication skills

  • Ability to resolve issues ethically and diplomatically

  • Extremely organized and detail oriented

  • Able to work independently or with minimal supervision

Skills/Talents/Interests preferred:

  • Website maintenance

  • Basic network and IT knowledge

  • Basic knowledge of Adobe Photoshop and Illustrator

  • An eye for design

Education Requirements:

  • High-School diploma

  • Minimum 2 years general office experience

The ideal candidate for this job is resourceful and has a general understanding of the design+build project delivery method. Assuring a steady completion of workload in a timely manner and taking the initiative to ensure our firm operates efficiently will be the key to your success in this position. Creative thinking is a plus. Must be able to work in a constantly changing, highly-dynamic environment. Occasional trips to project sites will be involved.

Salary - Min starting salary $14.25/hr. Pay negotiable depending upon experience.

Hours - Min 32 per week

Benefits - Opportunities vary. We will discuss further upon your interview.

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Mailing Address: P.O. Box 417 Gloucester, VA 23061