OFFICE SUPPORT Part-Time

Position Overview

The Admin Office Support position helps coordinate the day-to-day flow of office administration, customer communication, project updates, purchasing, scheduling, and marketing. This role serves as a communication link between customers, owner, vendors, and crew members to help keep projects organized, timelines visible, and information current. Training will be provided for company-specific processes.

Key Responsibilities

1. Marketing and Social Media

· Prepare and publish social media content daily, following the company’s brand and messaging.

· Coordinate photos, project updates, captions, and promotional posts as approved.

· Keep a simple record of posts and flag customer inquiries or engagement that needs follow-up.

2. Customer Service

· Answer incoming phone calls and email inquiries professionally and promptly.

· Gather accurate information from prospective customers and route technical or pricing questions to Gil.

· Learn the company’s services, intake process, and customer communication standards through training.

· Maintain a courteous, helpful tone and avoid promising pricing, scope, or completion dates without approval.

3. Active Job Communication and Customer Point of Contact

· Serve as the administrative point of contact for active jobs, as assigned.

· Share approved project-status updates with customers and keep relevant people informed.

· Follow up when information is missing, a decision is needed, or a delay may affect the schedule.

· Document important conversations, decisions, changes, and follow-up items in the appropriate job records.

4. Crew Support

· Help crew members obtain current job information, schedules, material status, and other approved details.

· Relay questions, field updates, and potential issues to Gil or the appropriate person.

· Help ensure the crew is working from the latest available information and documents.

5. Project Planning Support with Owner

· Assist Gil with organizing upcoming work, job priorities, material needs, and next steps.

· Track open questions, approvals, dependencies, and tasks that must be completed before work can proceed.

· Confirm priorities with Gil when schedules or project needs conflict; do not independently approve scope or cost changes.

6. Vendor Orders and Procurement

· Request quotes, check availability and lead times, and prepare or place orders as authorized.

· Track order confirmations, delivery dates, pickups, backorders, and missing items.

· Keep receipts, purchase details, and vendor communications organized by job where applicable.

· Obtain approval before making purchases or committing the company to an expense.

7. Timeline Monitoring, Calendar, and Queue

· Monitor job timelines, upcoming milestones, promised follow-ups, and material arrival dates.

· Maintain the company calendar and production queue with current, accurate information.

· Flag schedule conflicts, overdue items, and potential delays as early as possible.

· Update dates only after confirming changes with the appropriate person.

8. Task Sheets and Production Reports

· Update task sheets, job status, production reports, and other tracking documents consistently.

· Record completed tasks, outstanding work, blockers, and next actions based on verified updates.

· Check entries for accuracy and make sure the team can identify the current status of each job.

9. Communication and Accountability

· Maintain open, respectful, and proactive communication with owner, customers, vendors, and crew members.

· Ask questions when instructions or priorities are unclear rather than making assumptions.

· Follow through on assigned tasks and communicate early if a deadline may be missed.

· Protect customer and company information and use professional judgment in all communications.

Core Expectations

· Organization: Keep calendars, job records, task sheets, and the production queue current.

· Follow-through: Track commitments and close the loop with the people who need updates.

· Accuracy: Confirm names, dates, quantities, order details, and project status before sharing them.

· Initiative: Identify missing information and potential problems early; bring solutions or options when possible.

· Professionalism: Communicate clearly, respectfully, and consistently.

· Teamwork: Support the office and field crew while confirming decisions with Gil when approval is needed.

Authority and Escalation

The employee may communicate approved information, coordinate routine administrative tasks, and place orders within authorized limits. Pricing, estimates, contract terms, scope changes, refunds, schedule commitments, technical recommendations, and additional expenses require approval from Gil or the designated decision-maker. Urgent safety concerns, customer complaints, major delays, or cost/scope discrepancies should be escalated promptly.

Daily Workflow

1. Review the calendar, production queue, urgent messages, and today’s crew schedule.

2. Check active-job updates, material deliveries, pending approvals, and time-sensitive follow-ups.

3. Publish the planned daily social media post and respond or route inquiries.

4. Update task sheets, job statuses, and production reports as information comes in.

5. Communicate changes and blockers to Gil and the people affected.

6. Before the end of the day, review open tasks and identify priorities for the next workday.

PART TIME: Mon- Fri 8am-12pm

We are located off Valencia and Cardinal.

Pay cyle is biweekly on Fridays, 3 month probationary period paid as 1099 employee.

Pay: $17.00 - $19.00 per hour

Expected hours: 20.0 per week

Application Question(s):

• We are located off Valencia and Cardinal, in a residential area. The office is next to the house. Would this be an issue for you?

Work Location: In person