Project Admin / Exec Admin

The Opportunity

This role starts as a Project/Office Administrator and is designed to grow into a true Executive Administrator as the company expands.

You’ll be the connective tissue across owners, field teams, subs, and clients. In the near term, that means driving day-to-day project and office operations. Long term, you’ll help protect executive time, refine systems, and build out the administrative backbone of the business.

This is a fit for someone who:

• Likes to build systems, not just “do tasks”

• Enjoys wearing multiple hats in a growing small business

• Is curious about automation, AI tools, and smarter workflows

• Wants a long-term home where they can grow with the company

Key Responsibilities

Project & Office Administration

• Support project set-up, documentation, and closeout (contracts, COIs, permits, change orders, etc.)

• Track invoices, pay applications, and basic job cost-related admin (routing, approvals, follow-up)

• Maintain organized digital and physical files for projects, vendors, and clients

• Handle incoming calls, mail, and general office coordination; route items to the right person quickly

Executive & Owner Support

• Triage owners’ inboxes and highlight what actually needs their attention

• Own calendar management, meetings, and basic travel coordination

• Draft and polish emails, client updates, and internal communications for owner review

• Protect focus time by filtering requests, setting expectations, and organizing priorities

Workflow, Systems & Automation

• Map how admin work currently flows: from emails and invoices to approvals, payments, and follow-through

• Spot friction, delays, and repeat issues in existing workflows and recommend improvements

• Use tools like AI, templates, and basic automations to reduce repetitive work across email, scheduling, and documentation

• Periodically audit admin workflows and systems for accuracy, time savings, and clarity

Operational Gatekeeping

• Act as the first filter for incoming requests: should this be automated, delegated, scheduled, or escalated?

• Help build simple SOPs so recurring tasks don’t bounce back to the owners

• Keep admins, field staff, and owners aligned on what is urgent vs. important

Core Competencies

The right person brings a mix of:

Administrative Workflow Understanding

• Sees the full path of a process (e.g., invoice intake → approval → payment → filing)

• Can track and manage workflows even if they aren’t doing every step

• Notices where things typically stall or get messy

AI & Automation Competency

• Uses tools like ChatGPT and other AI platforms to draft emails, summarize notes, and build light SOPs

• Asks, “How can this be automated?” before defaulting to manual work

• Interested in staying current on basic productivity and automation tools

Executive Time Protection & Operational Gatekeeping

• Filters inputs so the owners focus on the few things that truly need their involvement

• Knows how to say “not now” gracefully and reroute requests

Organizational Design Mindset

• Thinks in systems, not individual tasks

• Wants to build structures that run smoothly with minimal owner involvement

Industry Familiarity (Nice to Have)

• Background in construction, trades, or residential remodeling is helpful but not required

• Comfortable working with subs, suppliers, and clients in a project-based environment

Ideal Background

• 3–7+ years in administrative roles (project admin, office admin, coordinator, EA, or similar)

• Experience in construction, trades, field services, or another project-based business is required.

• Strong written and verbal communication; can draft clear, concise, professional messages

• High comfort with technology: email, calendars, shared drives, task tools, and AI platforms

• Track record of making things simpler, faster, and easier for leadership teams

• High integrity, discretion, and maturity in handling sensitive information