Construction Office Coordinator/ Admin Assistant

H'Arts Designs, Inc.; San Jose, Northern (CA, KY); Hybrid; USD 30,000 - 41,000; Part time

Benefits offered by this job

Mileage reimbursement

Paid holidays

Time off

Benefits after trial period

Job summary

HArts Design+Build is seeking a detail-oriented office administrator to join our San Jose showroom. This in-office role coordinates client intake, project documentation, and daily operations across bids, invoices, and photos using JobTread, BuilderTrend, or CoConstruct.

We offer part-time to start with full-time potential, mileage reimbursement, paid holidays, time off, and benefits after a successful trial period.

Qualifications

• At least 1 year in construction or high-pressure office environment.
• Proficient with CRM/PM software.
• Excellent follow-through and attention to detail.

Responsibilities

• Showroom reception and client intake, keeping a professional environment.
• Use JobTread/BuilderTrend/CoConstruct to organize bids, quotes, invoices, photos.
• Proactively build better systems to scale the firm.
• Manage Dropbox, binders, and complex calendars for multiple projects.
• Provide field support with occasional errands/site visits.

Skills

Customer service

Office administration

Detail orientation

Communication

Self-motivation

Tools

JobTread

BuilderTrend

CoConstruct

Excel

CRM software

Job description

Location: San Jose, CA 95134 (In-Office)
Job Type: Part-time to start, Full-time potential, 5 days/week
Compensation: $ TBD /hour (Commensurate with experience)

Are you a “To-Do List” champion who thrives in a fast-paced environment?

About Us

HArts Design+Build is a premier, fast-growing design and remodeling firm in San Jose. Our team is passionate, strategic, and dedicated to transforming spaces with excellence. Because we are growing rapidly, we are looking for a sharp, high-level thinker to join our seasoned team, streamline our office operations, and help build better processes for our expanding business.

If you thrive in a bustling, high-energy environment and love the satisfaction of a perfectly organized system, we want to talk to you!

Why Join Our Team?

• Growth Potential: Massive long-term career advancement opportunities as our firm scales.
• Recognition for Excellence: Bonus opportunities tied directly to your speed of learning, data accuracy, and project achievements.
• Supportive Culture: Work alongside an amazing, hardworking, and collaborative team.
• Perks: Mileage/expense reimbursement, plus paid holidays, time off, and benefits following a successful trial period.

What You’ll Do

This is an in-office position(5 days/week) in San Jose. You’ll be the face of our showroom and the backbone of our project documentation.

• Showroom Excellence: Greet walk-ins, gather client info, and maintain a professional, client-ready environment.
• Project Management: UseJobTread(preferred), BuilderTrend, or CoConstruct to organize bids, quotes, invoices, and photos.
• Process Improvement: Proactively build better systems to help our design/remodel firm scale.
• Administrative Mastery: Manage Dropbox files, hard-copy binders, and complex calendars for multiple projects.
• Field Support: Occasional errands and site visits to ensure project momentum.

Who You Are

• Experienced: At least 1 year in construction or a high-pressure office environment.
• Tech-Savvy: Fast learner with CRM/Project Management software aptitude.
• Detail-Obsessed: You make few errors and have a history of excellent follow-through.
• Professional: You maintain a polished appearance and possess top-tier communication skills.
• Reliable: You have a valid CA driver’s license, insurance, and a reliable car.
• Self-Starter: You work independently, solve problems creatively, and meet deadlines ethically.

Requirements

• Must pass background check
• 4 years customer service
• 5 years organizational skills
• 4 years Microsoft Excel
• Driver’s license
• Day shift