Administrative Assistant - Start Immediately

About the Company and Administrative Assistant Opportunity:

• CFS is partnering with a top client in the local construction industry to hire an Administrative Assistant to assist with organizing/creating daily schedules, printing timesheets, coordinating with purchaser and Nursery for materials or plants needed for upcoming jobs.
• This position starts on a contractual basis for about 3 months. For the right fit, the company will offer a permanent role within the organization.
• The candidate must be open to cross training opportunities and be interested in career advancement within the company.
• The company and employees have been described as having a family friendly feel, relaxed and laid back, but work very hard and are passionate about what they do.

Overview of the Administrative Assistant role:

• This position will begin the day after an on site interview. Candidates must be available to start this position immediately.
• Reports to the Office Manager and Operations Manager
• Position is 100% in office in Monkton, MD
• Hours are 9am-5:30pm Monday-Friday. Must be comfortable with working overtime (you will be paid time and half)!
  • Must be comfortable working every third Saturday (except in the Winter)
• Ideal start date: Beginning of May 2024

Job Duties of the Administrative Assistant:

• Attend morning meeting at 7:30 a.m. to discuss the jobs for the day.
• Create daily schedule to include crews, job contract number, Superintendent, Truck number, Driver.
• Build extended schedule daily with new jobs.
• Create preliminary schedule for next day’s schedule.
• Call/contact via email or text client to secure work for following day.
• Conduct noon call to go over current day, see if they will complete jobs. Follow schedule call procedure to conduct call. Discuss following day schedule, this will include what the crew will be working on what work area or work order and equipment, trailer needs.
• Once schedule is complete, Production Manager will review and approve.
• Any changes made throughout the day will be added to the front page of the daily schedule by the scheduler. Add new jobs to the scheduling spreadsheet.
• Scheduler needs to review all contracts for materials in order to schedule job, add to extended schedule, and work with purchaser for lead times on materials.
• Scheduler will contact clients in advance to give anticipated time or arrival. Reach out to clients to reschedule appointments based on weather or other potential issues.
  • If rain is anticipated for next day Scheduler must coordinate with Production Manager any changes that need to be made to schedule.
• Attend weekly meeting with sales group to go over extended schedule and any issues.
• Responsible for creating the weekend schedule. Must coordinate with superintendent on duty to work up schedule.
• Scheduler needs to be reachable at any reasonable time. If client emails Scheduler and it’s over the weekend then Scheduler needs to notify via email group that there has been a change and fill the slot with a new job.
• Coordinate with superintendents and sales group when scheduling jobs to make sure there are no conflicts.

Qualifications for the Administrative Assistant:

• High school diploma
• Experience using Google Sheets a plus
• Ability to get along with diverse personalities
• Attention to detail, team player, and strong customer service skills
• Comfortable speaking with customers on the phone
• Dedicated, reliable and able to work an routine schedule especially in the Spring/Summer
• Must be able to travel locally to job sites and carry a cell phone for crew emergencies. Must be willing and available to work additional hours when needed, sometimes with little or no notice.