Office Admin / Assistant Project Manager

Job Summary TheOffice Admin / Assistant Project Managerplays a dual role supporting both administrative operations and project execution at Brooklyn Millwork. This position ensures that all client communications, proposals, and internal workflows are efficiently managed while also assisting Project Managers in planning, tracking, and coordinating millwork projects from proposal through installation. The role requires excellent communication, organization, and multitasking skills to keep office operations smooth, information accurate, and projects on track. Key Responsibilities • Client Communication & Administrative Support: • Serve as the first point of contact for all incoming calls, emails, and inquiries. • Respond to or route client communications promptly and professionally. • Maintain accurate CRM entries for new leads, RFPs, and client follow-ups. • Track proposal submissions and coordinate follow-ups to ensure timely responses. • Maintain organized digital filing for all correspondence, proposals, and documentation. • Internal Coordination & Workflow Management: • Act as a liaison between Sales, Estimating, Procurement, Production, and Project Management. • Manage and update the company’s Daily Task Tracker - assigning, monitoring, and following up on routine operational tasks. • Coordinate interdepartmental meetings and ensure handoffs are clear and documented. • Identify recurring workflow issues and recommend process improvements to leadership. • Project Coordination & Execution Support: • Assist Project Managers in planning and tracking projects from kickoff through completion. • Maintain project schedules, material lists, and task logs to support on-time delivery. • Coordinate sample submissions, approvals, and material procurement - especially for long-lead items. • Track and report project progress, escalating issues or delays to the PM or operations leadership as needed. • Support PMs in managing RFIs, change orders, and documentation for each project phase. • Documentation & Reporting: • Ensure all project-related files (drawings, submittals, change orders, field notes, approvals) are properly organized and accessible. • Prepare and distribute weekly status reports for internal review or client updates. • Maintain accurate records of client communications and project milestones in the CRM and project tracking systems. • Quality Control & Closeout Support: • Coordinate punch lists, final walk-throughs, and project closeout documentation. • Track and follow up on post-installation items to ensure full client satisfaction. Required Skills and Qualifications • Technical Skills: • Proficiency with CRM systems (we use Monday CRM). • Strong knowledge of Microsoft Office Suite (Excel, Word) and cloud-based task tools (e.g., Monday.com). • Familiarity with construction or millwork terminology and workflows is required. • Ability to read and interpret shop drawings or schedules is a must. • Experience: • The ability to read and interpret shop drawings is required. • Previous experience as an estimator is preferred. • 1-3 years of experience in administrative coordination, project assistance, or operations support. • Experience in a construction, millwork, or fabrication environment preferred. • Proven ability to handle client communications and internal coordination across multiple teams. • Soft Skills: • Excellent verbal and written communication. • Strong organization, attention to detail, and time management. • Proactive, resourceful, and calm under pressure. • Team-oriented with strong accountability and follow-through. • Language Skills: • Proficient in spoken and written English; • Russian or other languages are a plus. Performance Expectations • Key Metrics: • Responsiveness and professionalism in client communication. • Accuracy and timeliness of CRM entries, proposals, and reports. • Efficiency in internal coordination and task follow-up. • Contribution to projects being delivered on schedule and within budget. • Accountability Areas: • Primary point of contact for client and internal communication. • Responsible for CRM accuracy, proposal tracking, and workflow management. • Supports PMs in maintaining organized, on-time project delivery. • Performance Reviews: • Regular reviews based on communication handling, internal coordination efficiency, and CRM/proposal data management. • Regular check-ins with Project Managers and company leadership. • Formal review every 6-12 months to evaluate communication quality, coordination effectiveness, and overall operational contribution. Working Conditions • Full-time position, typically40 hours per week. • Frequent interaction with clients, sales, estimators, production, and project managers. • Fast-paced, collaborative environment with potential for career growth into Project Manager or Operations Lead. Job Type: Full-time Pay: $65,000.00 - $75,000.00 per year Benefits: • Paid time off Work Location: In person