Administration Assistant / Secretary
4 days ago
Hillsdale
Job Description Administrative Assistant / Secretary Location: Bergen County, NJ (on-site) Schedule: Full-time, Mon–Fri (occasional Saturday AM or early evening call confirmations during peak season) Reports to: Operations Manager / Ownership About Garden State Home Exteriors We’re a fast-moving New Jersey exterior remodeling company (siding, roofing, windows, gutters, garage doors) serving Bergen, Passaic, Essex, and nearby counties. We run tight schedules, deliver premium work, and treat customers like neighbors. If you’re organized, proactive, and unflappable on the phone, you’ll thrive here. Role Summary You’ll be the heartbeat of our office—coordinating schedules, keeping project files tight and accurate, booking deliveries/pickups, and handling day-to-day phone calls with professionalism and urgency. Your work keeps our crews on time, our vendors aligned, and our homeowners informed. What You’ll Do Scheduling & Coordination * Manage the master calendar for sales appointments, site visits, installs, inspections, and service calls. * Confirm next-day schedules with homeowners and crews; send reminders; handle last-minute changes and dispatch updates. * Prepare daily job packets (work orders, material lists, directions, special notes). Deliveries & Pickups * Create/track POs; schedule supplier deliveries and returns to job sites; confirm ETAs; resolve backorders and substitutions. * Maintain a simple “materials tracker” so nothing slips (per job, per day). Files & Documentation * Maintain complete digital job folders (estimate, signed contract, permits, COIs, material lists, change orders, photos, warranties). * Use consistent naming and filing in Drive/CRM so anyone can find anything in seconds. Phones & Customer Care * Answer and route incoming calls, screen new leads, schedule estimates, and log detailed messages. * Provide timely updates to homeowners (start dates, weather delays, inspection windows); escalate issues when needed. General Office Support * Order office/safety supplies, keep the showroom tidy, open/scan mail, and assist with light billing/payment processing as needed. What Makes You Great at This * Organized & fast: You can juggle calendars, calls, and deliveries without dropping details. * Clear communicator: Friendly, direct, and professional on the phone and in writing. * Problem-solver: You anticipate hiccups (weather, backorders, crew changes) and adjust early. * Tech-comfortable: Google Workspace (Gmail, Drive, Docs, Sheets), shared calendars, and a construction CRM (JobNimbus/Buildertrend or similar). * Local savvy: Familiar with NJ towns/permits is a plus; bilingual (English/Spanish/Portuguese) is a plus. Qualifications * 2+ years in an administrative, coordinator, dispatcher, or office manager role (construction/trades preferred). * Strong attention to detail and follow-through; high sense of urgency. * Reliable transportation and punctuality. Success Metrics (First 90 Days) * 95% of calls answered within 3 rings; voicemails returned within 1 business hour. * 100% of jobs have complete folders before start. * Zero missed deliveries/pickups; 48-hour schedule look-ahead always current. Compensation & Benefits * Competitive hourly/salary DOE with performance-based reviews. * Company culture that values accountability, speed, and doing right by the homeowner. How to Apply Email your resume to with the subject line: Administrative Assistant – Your Name. Optional: Include a brief note describing a time you saved a schedule from falling apart. Company DescriptionGarden State Home Exteriors is a trusted provider of high-quality roofing and siding services across Bergen County, Passaic County, and Essex County, NJ. We pride ourselves on delivering exceptional craftsmanship and unparalleled customer service to homeowners looking to transform their exteriors. We are seeking a dynamic and motivated Project Manager to join our team and play a crucial role in our team.Garden State Home Exteriors is a trusted provider of high-quality roofing and siding services across Bergen County, Passaic County, and Essex County, NJ. We pride ourselves on delivering exceptional craftsmanship and unparalleled customer service to homeowners looking to transform their exteriors. We are seeking a dynamic and motivated Project Manager to join our team and play a crucial role in our team.