Job Description

The Specialized Recruiting Group is hiring a Administrative Assistant for a construction firm client of ours in the Charlotte area. See the job description below for full details and apply/reach out with your interest.

GENERAL STATEMENT OF JOB

The Administrative Assistant plays a key role in ensuring smooth, efficient, and timely project execution across assigned construction phases.

This position oversees scheduling operations for a designated phase such as Slab, Rough, or Trim and ensures seamless coordination of inspections, locates, and EPOs. The Scheduler partners closely with field teams, customers, and internal departments to resolve conflicts, maintain communication, and ensure every job is ready to move forward.

This role supports company growth by driving accuracy, consistency, and efficiency throughout our scheduling processes.

ESSENTIAL JOB FUNCTIONS

• Oversee and manage all scheduling activities, inspections, locates, and EPOs for the assigned construction phase.
• Serve as the primary liaison between field teams, customers, and internal departments for scheduling and issue resolution.
• Provide day-to-day coaching, training, and oversight for the assigned Assistant Coordinator.
• Coordinate daily and weekly workflows to ensure project timelines and job readiness are maintained.
• Confirm job readiness through communication with customers and verification in internal systems.
• Escalate operational issues or scheduling delays to the supervisor, presenting potential solutions when appropriate.
• Manage scheduling and task tracking within BOLT.
• Use Power BI dashboards for reporting and to maintain workflow visibility.
• Maintain accurate and organized documentation, schedules, and records in SharePoint or other company systems.
• Support cross-phase scheduling operations as needed to ensure coverage and efficiency.
• Serve as a liaison to the account coordinator team regarding schedules and purchase orders.
• Communicate directly with customers to gather details, explain warranty coverage, set expectations, and provide updates.
• Dispatch plumbing technicians for warranty work and prioritize schedules based on urgency and customer needs.
• Other related duties as assigned.

Qualifications

EDUCATION, EXPERIENCE AND TRAINING

• High school diploma or equivalent (GED, college coursework, trade or technical certification, or foreign equivalent accepted).
• Strong background in scheduling, coordination, or operations preferred.
• Proficiency with BOLT, Microsoft Excel, Teams, and SharePoint required.
• Experience with Power BI preferred.
• Excellent written and verbal communication skills.

STANDARDS OF PERFORMANCE

• Provide professional, timely, and accurate communication to customers, vendors, and team members.
• Demonstrate initiative, ownership, and adaptability in a fast-paced and evolving work environment.
• Manage multiple priorities and meet tight deadlines while maintaining accuracy and focus.
• Communicate clearly and consistently, building trust and collaboration across all teams.
• Exhibit strong problem-solving and decision-making skills while maintaining professionalism.
• Maintain confidentiality and discretion in handling company information.
• Demonstrate reliability and punctuality, adhering to attendance and time-off policies.
• Embrace continuous learning and stay adaptable to new tools, methods, and systems.
• Support and mentor team members through collaboration, knowledge sharing, and teamwork.
• Maintain detailed, organized, and accurate documentation to enhance operational efficiency.

WORKING ENVIRONMENT AND CONDITIONS

• Work is primarily performed indoors in an office or cubicle-style environment.
• Requires frequent use of hands to handle and operate computers and office tools.
• Must be able to sit, stand, talk, and hear for extended periods throughout the workday.
• Requires mobility to ascend or descend stairs and access various work areas.
• May occasionally require climbing, reaching, stooping, kneeling, or crouching.
• Must be able to lift and carry objects up to 15 pounds as needed.
• Requires regular communication with field teams, managers, and customers to exchange accurate information.
• Must be able to maintain focus and attention to detail while working at a computer for prolonged periods.
• Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of the job.

BENEFITS

• 401(k) Matching (100% up to 1st 4% deferred)
• Dental Insurance
• Employee Assistance Program (EAP)
• Health Insurance
• Up to $500 annual employer HSA match (HDHP enrollment required)
• Life Insurance (Group & Voluntary)
• Paid Time Off
• Vision Insurance
• Maternity/Paternity Leave
• Competitive salary + Bonus potential

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