**What It Means to Be Our Executive Assistant**
As our Executive Assistant, you'll take on essential tasks, ensuring they don't pile up on our plates.
We need someone who's dependable, proactive, and adapts quickly to different roles. You'll be the bridge between us, the team, subcontractors, and clients, keeping everything organized and running smoothly.
You won't just assist; you'll make things happen. You'll need to be goal-oriented and assertive, stepping up to handle challenges and critical decisions before they become roadblocks. Your role is to keep communication clear, ensure we hit our targets, and manage day-to-day operations seamlessly.
This is a job for a people person, someone who can think critically, stay organized, and keep us moving forward.
**About Our Company**
Alpha Surfaces is a high-end countertop contractor in the Oklahoma City metro area. Sergio Garcia and Ricardo Garcia were raised in the countertop business. From a young age, they helped their father in his workshop, watching him work and learning his techniques. They've built Alpha into a multi-million dollar business with a reputation for excellent quality and detailed service. Alpha Surfaces proudly serves homeowners, builders, and designers.
**What We're Looking For**
This is what we're looking for in a star executive assistant to help us get things that matter done.
- You're a people person who can easily build relationships and communicate effectively with the team and clients.
- You're highly organized, keeping everything in order so that tasks don't pile up.
- You can adapt from one role to the next, handling shifting priorities without missing a beat.
- You're accountable and assertive, making sure nothing falls through the cracks.
- You think critically and make smart decisions, even in fast-paced situations.
- You're goal-oriented and always focused on moving the business forward.
- You're dependable—I can trust you to handle tasks independently and deliver results.
**Why Build A Career At Alpha Surfaces**
- We are a small but growing business and want people to grow with us.
- We trust our employees with their tasks and do not micromanage.
- We value innovation, efficiency, and a problem-solving mindset.
- You will have ample opportunity to learn and have a say in the operations of our company.
- We are down to earth and enjoy doing good work.
- With growth comes opportunity. We want our team to have a long term career with us.
**Your Responsibilities**
**General**
- General project and task management
- Constant support of the business owners on their daily tasks and communication
- Make phone calls and answer phone calls from clients, vendors, and team members
- Precise Data Entry and Maintenance
**Documentation**
- Take notes during calls and add to CRM
- Organization and maintenance of digital files and documents
- Document processes as you complete tasks
- Develop Standard Operating Procedures
- Schedule calendar events for the business owners
- Set meeting agendas for internal and external meetings
**Bookkeeping**
- Categorize transactions
- Run Payroll
- Invoice customers
- Pay suppliers and subcontractors
- Work with accountant to reconcile books
**Sales support**
- Maintain and update the CRM system, manage customer data, and ensure timely follow-ups with leads
- Create estimates, invoices, proposals, and other sales materials
- Handle and route inbound sales calls
**Construction Management**
- Monitor and update licensing and insurance
- Material orders and tracking; match material orders with jobs
- Schedule jobs with clients, designers, team members, and subcontractors.
- Monitor and update projects through the fabrication and installation process
**Qualifications & Requirements**
- 3+ years of experience as an executive assistant, project manager, or in a similar role.
- Advanced written and verbal communication skills in English and Spanish.
- Full-time contractor from 8:00 am CST - 5:00 pm CST
- Strong problem-solving skills and ability to think on your feet.
- Advanced experience in Quickbooks
- Proficiency in Microsoft Office, Google Drive, Moraware, Zoom, DialPad, Google Workspace, Buildertrend, ClickUp and the ability to learn new software quickly.
- Exceptional organizational skills and attention to detail.
- Ability to prioritize multiple tasks and projects simultaneously.
- A team player mindset with the best interests of the company at heart.
- Strong personality with a focus on results.
- Ability to work independently and prioritize tasks effectively.
- Must provide your own computer, cell phone, and any other necessary equipment
**Compensation**
- $1,400 - $1,800 USD