Overview
administrative assistant position at smart build. We are redefining the standard for multifamily and commercial renovations and seek a growth-minded, organized individual to support our us-based renovation team remotely.
role overview
the administrative assistant will serve as the right hand to our us-based director of renovation, as well as additional high level managers within the department, ensuring seamless day-to-day operations. You will handle scheduling, communications, coordination, follow-ups, and administrative tasks to keep projects on track.
key responsibilities
* provide administrative support to director and designated managers within the renovation department.
* manage calendars, coordinate meetings, and schedule site visits.
* maintain project documentation, contracts, and reports.
* track deliverables within a set format; follow up with various contacts within a project.
* monitor compliance requirements and renovation milestones.
* draft and proofread correspondence, proposals, and progress updates.
* handle confidential information with discretion and professionalism.
* perform other administrative and operational tasks as needed.
* coordinate schedules to ensure important tasks are not missed.
* create pdfs, edit documents, & submit revisions for approvals.
* create visuals for required meetings.
qualifications
* required:
* positive attitude, a willingness to learn and a desire to do well
* strong understanding of renovation project workflows, timelines, and vendor coordination.
* excellent verbal and written communication skills in english.
* proficiency in google workspace and microsoft office tools.
* highly organized with exceptional attention to detail.
* ability to manage multiple projects and deadlines in a fast-paced environment.
* preferred:
* experience using project management software (e.g., asana, trello, monday.com).
* knowledge of us building permit processes and renovation compliance requirements.
* proven experience as an executive assistant or similar role in the us real estate, construction, or property management industry.
* at least 2 years’ experience supporting rehab managers and/or renovation managers in the us market.
ready to make an impact?
if you\'re confident in your ability to lead projects, motivate subcontractors, and exceed expectations, we want to talk to you.
apply now and let’s build something great together!
location: remote | job type: full-time
company overview:
at smart build, we are not just renovating spaces, we’re redefining the standard for multifamily and commercial renovations. What began nearly 20 years ago as a small coatings company has grown into one of the region’s largest and most respected renovation service providers.
in 2018, we rebranded as smart build to reflect our expanded capabilities: from detailed take-offs and precise carpentry to full-scale capital projects. We’ve completed over 200+ units spanning apartment complexes, condominium associations, retail buildings, and office spaces, each with a sharp focus on quality, efficiency, and client satisfaction.
we’re a growth-minded team that values ownership, continuous improvement, and results; lean operations that let us move fast without bureaucracy; a customer-first mindset that drives repeat business; and a national reach with strong roots in greater boston.
we’re excited to grow and are building a team ready to scale with us. If you want to make a real impact, be trusted to do great work, and grow your career, not just clock in, let’s talk.
equal opportunity employer
scale up staffing is an equal opportunity employer and service provider and does not discriminate on the basis of race, religion, gender, gender identity, national origin, citizenship status, sexual orientation, disability, political affiliation or belief, or any other protected class. We are committed to equal opportunity employment and to making employment decisions based on merit and value for ourselves, our client companies, and for the candidates we represent.
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