Administrative Assistant - Project Team - Rieke Interiors

POSITION SUMMARY:

We are currently seeking a full-time Administrative Assistant to join our team and assist in facilitating our projects from inception through install. The ideal candidate for this role plays a critical role in supporting project management activities within the organization. Responsibilities typically include assisting project managers in planning, organizing, and executing projects, maintaining project schedules, tracking budgets and expenses, coordinating project meetings, and documenting project progress. The Project Administrator may also be involved in communicating with stakeholders, gathering project requirements, and ensuring project deliverables meet quality standards and timelines. Excellent organizational and multitasking skills, attention to detail, and proficiency in project management tools are important for success in this role. They should enjoy taking ownership of their work, making informed decisions, and solving problems with confidence.

RESPONSIBILITIES:

• Manage Project Management Inbox: Take charge of the project team's email inbox, ensuring all incoming projects, correspondence, and requests are promptly attended to and properly routed to the appropriate team members.
• Closed Order Processing: Collect, review, and file paperwork necessary to job launch. Assign the correct people within our project management software and enter the order into our ERP.
• Project Documentation: Prepare and maintain comprehensive project documentation, including contracts, tax documents, and progress reports. Ensure that all required documentation is collected and organized before placing orders or proceeding with project tasks.
• File Management: Maintain organized project folders, including saving photos, and archive job folders upon completion.
• Project Status Assistance: Assist in monitoring project progress and ensure all required procedural steps are completed on time. Run weekly KPI reports on speed of service and install trips. Ensure prompt communication with Project Coordinators to identify and resolve any bottlenecks in the workflow.
• Warranty Request Processing: Research warranty coverage, including contacting vendors. Collect, review, and file paperwork necessary to process requests. Assign the correct people within our project management software, enter the warranty order into our ERP, and communicate with the client throughout the process.
• Order Entry Backup: Act as a backup to our order entry team.
• Scheduling Backup: Act as a backup to our scheduling team.
• Communication and Coordination: Collaborate effectively with project team members to ensure cohesive and accurate planning throughout the project's life cycle.
• Customer Experience: Take ownership of the internal customer experience, prioritizing their needs, and ensuring seamless communication and satisfaction throughout the project.
• This is not an all-inclusive list, and additional duties may be assigned as necessary

Operating Skills, Knowledge & Abilities:

Education/Training:

• Combination of degree, diploma and/or certification in administration or similar, or 2+ years' experience and education working in administrative position
• Proficiency in Microsoft Office Suite and Excel specifically

Experience/Knowledge/Abilities:

• Experience and capability to work in a Team Environment, interacting with diverse types of people, remaining mentally alert, with mindfulness and firm reasoning skills while constantly working to improve.
• Experience and capability to communicate improvements and remaining open to changes for business continuity and/or growth
• Experience and capability and desire to accomplish projects correctly once with little to no re-work.
• Experience and capability of multi-tasking with prioritization of tasks and efficiently completion.
• Experience and capability in Successful Customer Service

• Experience as a Supportive Team Player with ability to support and assist members of the Project Management team with daily activities.
• Experience with Project Management through demonstrated ability to effectively manage projects from inception to completion.
• Knowledge of Problem-Solving, possessing excellent problem-solving abilities and a proactive mindset to tackle challenges.
• Knowledge of strong communication skills, both written and verbal, to foster effective communication within the team and with external stakeholders.
• Ability with excellent organizational and time-management skills to keep track of project-related tasks and responsibilities.
• Ability to be detail-oriented with a keen eye for detail to ensure accuracy and completeness in all project-related activities.

WHAT'S IN IT FOR YOU!

• A fun and energetic environment!
• Beautiful office setting designed by our own interior designers. Our team loves working in our building!
• A company with Core Values: Teamwork, Respectful, Reliable, Responsive and Can-Do Attitude.
• Competitive Pay, Medical, Dental, Vision, 401K, Life & AD&D Insurance (company provided and supplemental), PTO, and Paid Holidays.