Construction Administrative Assistant

GH CONSTRUCTION GROUP LLC

Construction Administrative & Office Coordinator

Location: Greater Cleveland Area, OhioWork Schedule: Full-Time | 2–3 Days In Office + Remote Administrative HoursPosition Type: Administrative / Office OperationsReports To: Company Ownership / Management

ABOUT GH CONSTRUCTION GROUP

GH Construction Group LLC is a growing, full-service construction and contracting company serving residential and commercial clients throughout the greater Cleveland area.

Our work includes concrete, excavating, drainage and sewer work, site preparation, home improvements, renovations, and a variety of other construction and contracting services. We take pride in quality workmanship, professional customer service, and our ability to handle projects ranging from smaller residential improvements to larger commercial jobs.

As our company continues to grow, we are looking for an organized, dependable, and highly motivated individual to become an important part of our day-to-day operations.

POSITION SUMMARY

GH Construction Group is seeking a Construction Administrative & Office Coordinator to take ownership of the company’s daily administrative and office responsibilities.

This is a solo administrative role, meaning the successful candidate must be comfortable working independently, managing multiple priorities, staying ahead of deadlines, and recognizing what needs to be done without constantly being directed.

This position will serve as a central point of contact between customers, management, employees, vendors, and the field crews.

The ideal candidate is someone who is:

• Extremely organized and detail-oriented
• Self-motivated and capable of working independently
• Professional and confident communicating with customers
• Comfortable managing multiple responsibilities at once
• Proactive rather than waiting to be told what to do
• Technology and computer savvy
• Reliable and accountable
• Interested in helping a growing company improve its organization and operations
• Motivated to go above and beyond the basic requirements of the position

This is not a position for someone who needs to be micromanaged. We are looking for someone who can take ownership of the administrative side of the business and become a dependable resource for management and the field team.

PRIMARY RESPONSIBILITIES

Office Administration & Organization

• Manage the day-to-day administrative operations of the company.
• Maintain organized digital and physical company files.
• Organize customer information, project documentation, estimates, contracts, invoices, and other business records.
• Maintain calendars, schedules, contact lists, and administrative records.
• Assist management with general administrative tasks and special projects.
• Create and maintain organized systems for tracking customers, projects, estimates, and follow-ups.
• Monitor outstanding administrative tasks and ensure they are completed on time.
• Help establish and improve office procedures as the company continues to grow.

Customer Communication & Scheduling

• Answer and manage the company business phone line during designated remote hours.
• Respond professionally and promptly to customer phone calls, emails, texts, and inquiries.
• Schedule customer estimates and consultations.
• Coordinate schedules between customers, management, and field personnel.
• Confirm appointments and follow up with customers when necessary.
• Maintain accurate customer and project information.
• Follow up with potential customers and outstanding estimates as directed.
• Provide excellent customer service and represent GH Construction Group professionally at all times.

Payroll & Employee Administration

• Collect, organize, and review employee time records.
• Assist with weekly payroll processing.
• Ensure hours and payroll information are entered accurately and on time.
• Maintain employee administrative records.
• Assist with onboarding paperwork and employee documentation.
• Track necessary employee information and deadlines.
• Maintain confidentiality when handling payroll, employee, and company information.

Payroll accuracy and confidentiality are extremely important responsibilities of this position.

Estimates & Project Coordination

• Schedule estimates for residential and commercial customers.
• Organize information needed before estimates are performed.
• Maintain an organized estimate/project pipeline.
• Track completed estimates and follow-up requirements.
• Communicate project information between customers and management.
• Help ensure customer inquiries do not fall through the cracks.
• Maintain project folders and supporting documentation.
• Assist management with administrative preparation for upcoming projects.

Construction experience is helpful but not required for the right candidate. The ability and willingness to learn construction terminology, processes, and the company’s services is important.

Social Media & Marketing

The Administrative & Office Coordinator will also play an important role in maintaining GH Construction Group’s online presence.

Responsibilities may include:

• Maintain company Facebook and other social media platforms.
• Create and schedule professional social media posts.
• Write engaging captions showcasing completed and ongoing projects.
• Organize project photos and videos.
• Maintain a consistent and professional company image online.
• Highlight completed projects, behind-the-scenes work, employees, equipment, and company updates.
• Help develop new ideas for social media content.
• Monitor messages and inquiries received through social media.
• Respond professionally to basic customer inquiries and direct more detailed questions to management.
• Help increase the company’s visibility and engagement within the local community.

A candidate with experience in Facebook, Instagram, Canva, social media management, photography/video content, or digital marketing is strongly encouraged to apply.

Email & Remote Administrative Responsibilities

Remote work will be an important part of this position.

During designated remote hours, responsibilities may include:

• Answering the company business line.
• Responding to customer emails.
• Returning customer calls.
• Scheduling estimates.
• Following up with prospective customers.
• Updating calendars and project information.
• Completing payroll-related tasks.
• Managing social media.
• Organizing digital files and records.
• Communicating with management and field personnel.
• Completing other administrative responsibilities necessary to keep the business operating efficiently.

The ability to remain productive and responsive while working remotely is essential.

WHAT WE EXPECT FROM YOU

The person hired for this position will be trusted with a significant amount of responsibility.

We expect the successful candidate to:

Take OwnershipYou should be able to see what needs to be done and take care of it without waiting for someone to assign every task.

Stay OrganizedSchedules, customers, payroll, estimates, emails, files, and projects must be kept accurate and organized.

Pay Attention to DetailsSmall mistakes in scheduling, payroll, customer information, or documentation can create larger problems. Accuracy matters.

Communicate ProfessionallyYou will frequently be the first point of contact for GH Construction Group. Professional, friendly, and clear communication is essential.

Follow ThroughIf you say you are going to do something, it needs to get done.

Be ProactiveWe want someone who looks for ways to improve the company’s organization, customer experience, and overall efficiency.

Be Comfortable Wearing Multiple HatsThis is a growing construction company, and no two days will necessarily look the same. The ability to shift between scheduling an estimate, answering a customer call, processing payroll, organizing files, and creating a social media post is a major part of the position.

Represent the Company WellYour communication with customers, vendors, employees, and the public should reflect the professionalism and reputation GH Construction Group is working to build.

IDEAL QUALIFICATIONS

Required

• Strong organizational and time-management skills
• Excellent written and verbal communication
• Strong attention to detail
• Ability to work independently
• Ability to prioritize multiple tasks
• Professional phone and email etiquette
• Basic computer proficiency
• Reliable transportation
• Ability to work remotely and remain responsive during scheduled hours
• Ability to maintain confidentiality
• Positive attitude and strong work ethic

Preferred

• Previous administrative or office experience
• Construction or contracting industry experience
• Payroll experience
• Scheduling experience
• Customer service experience
• QuickBooks or accounting software experience
• Microsoft Office / Google Workspace experience
• Social media management experience
• Canva experience
• Experience managing Facebook or Instagram business pages
• Experience working in a small business environment
• Basic understanding of construction terminology

WORK ENVIRONMENT

This position offers a combination of in-office and remote work.

The employee will generally be expected to work 2–3 days per week in the office, with remaining administrative hours performed remotely according to the company’s schedule and business needs.

The in-office portion of the position will focus heavily on organization, payroll, scheduling, administrative work, project coordination, and tasks that are best completed directly with management.

Remote hours will focus on customer communication, answering the business line, emails, scheduling, follow-ups, social media, and other administrative responsibilities.

Because this is a solo administrative position, dependability and responsiveness are critical.

SUCCESS IN THIS POSITION

The right person will become an integral part of GH Construction Group’s operations.

Success in this position means:

• Customers receive timely and professional communication.
• Estimates are scheduled and followed up on efficiently.
• Payroll is accurate and completed on time.
• Management has organized information readily available.
• Emails and phone calls are handled promptly.
• Projects and customer information are properly documented.
• Social media remains active, professional, and engaging.
• Administrative tasks are completed without constant supervision.
• The office and business operations become more organized and efficient over time.

Ultimately, we are looking for someone who can grow with the company, take ownership of their position, and help GH Construction Group operate at a higher level.

WHY JOIN GH CONSTRUCTION GROUP?

GH Construction Group is a growing local construction company with an opportunity for the right individual to have a meaningful impact on the company’s continued development.

Because this is a small-business environment, your work will be directly visible and important to the success of the company. This is an opportunity for someone who enjoys responsibility, variety, independence, and being part of a growing organization.

If you are someone who takes pride in your work, stays organized, communicates well, and is motivated to do more than simply complete a checklist, we want to hear from you.

TO APPLY

Interested candidates should submit a resume along with a brief description of their administrative, customer service, payroll, scheduling, social media, or construction-related experience.

Please include why you believe you would be a good fit for GH Construction Group and this position.

Pay: $18.00 - $22.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Wickliffe, OH 44092