Overview
Project Administrative Assistant Jobs in Theodore, AL at Hargrove Engineers & Constructors
Company: JPF Capital
Job Title: Personal and Administrative AssistantLocation: Scottsdale, AZ (In-Office) Employment Type: Full-Time
Pay: $100,000- $115,000
Overview:
JPF Capital is a Family Office looking for a highly motivated and trustworthy Personal and Administrative Assistant. The Personal and Administrative Assistant is responsible for administrative support, home vendor management, project oversight, and personal assistant tasks, ensuring smooth daily operations and business functions. The PA/AA is part of the Services Team within the family office, providing essential support to family members. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting the personal and professional needs of the family and business. In addition, this role also requires occasional flexibility to travel and be onsite as needed.
Key Responsibilities:Home Vendor & Property Management
Serve as the primary point of contact for vendors, managing communications, and contracts.
Manage service providers for all home-related needs, acting as the primary point of contact for scheduling, meeting service providers onsite, and quality control.
Oversee and coordinate concierge services and any household staff, ensuring seamless execution of personal and family support services.
Manage vendor invoicing, ensuring accuracy and timely payment processing.
Monitor project timelines, budgets, and vendor performance to ensure high-quality service delivery.
Work within a set budget for operations, ensuring cost-effective solutions and financial oversight.
Track and organize project-related documentation, contracts, and service agreements.
Coordinate logistics for deliveries, repairs, and installations as needed.
Schedule and oversee routine and preventive maintenance for property systems
Coordinate repairs, renovations, and special projects, ensuring timely completion and adherence to quality standards.
Manage inventory, including furniture, appliances, and seasonal asset rotations.
Oversee vehicle and vessel maintenance, including gas, insurance, registration, and servicing schedules.
Project Management
Report to the Services Team Lead and collaborate with the Services Team on project execution and updates.
Manage assigned projects efficiently, ensuring deadlines, budgets, and deliverables are met.
Maintain detailed project records, timelines, and status updates in CRM software.
Track progress, anticipate potential issues, and implement solutions to keep projects on schedule.
Ensure proper documentation of project workflows, including contracts, budgets, and key milestones.
Communicate with relevant stakeholders to provide updates, request approvals, and coordinate logistics.
Administrative & Office Support
Manage calendars, schedule appointments, and coordinate meetings.
Plan and book travel arrangements, including flights, accommodations, and itineraries.
Maintain and organize digital and physical records, including vendor agreements, contracts, and project-related documentation.
Utilize and manage CRM software for tracking vendor details, project updates, and administrative operations.
Assist with office-related tasks in the Scottsdale location as needed to ensure smooth operations.
Personal Assistant Support
Provide direct personal assistant support to family members, handling various day-to-day tasks.
Assist with personal errands, event coordination, and other personal needs.
Required Qualifications:
Background in administrative and/or personal assistant roles
Proficiency in Google Workspace (Gmail, Google Calendar, Google Drive, Docs, Sheets, etc.)
Tech-savvy with the ability to integrate AI tools and automation into workflows.
Experience managing calendars, travel planning, vendor coordination, and administrative support.
Excellent organizational and multitasking abilities.
Strong problem-solving and communication skills.
Ability to work independently while maintaining flexibility in a fast-paced environment.
Strong attention to detail and ability to handle confidential information with discretion.
Preferred Qualifications:
Experience in property management, estate operations, or household management.
Background in hospitality or service-oriented roles is a plus
Experience with Salesforce
Familiarity with budgeting and invoice processing is a plus.
Travel Requirements:
Flexibility to travel as necessary (approximately 20% of the time).
Ability to be on-site as needed to support various properties and business functions.
Benefits:
Health insurance including medical, dental, and vision coverage
Life insurance
401(k) retirement plan with employer contribution
If you are a highly organized, tech-savvy individual with experience in estate operations and administrative coordination, we encourage you to apply!
Job Type: Full-time
Pay: $100,000.00 – $115,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
Monday to Friday
Work Location: In person
Title: Project Administrative Assistant
Company: Hargrove Engineers & Constructors
Location: Theodore, AL
