Job Description
Administrative Assistant — Black Label Built
Location: Lincoln, NE
Position Type: Full-Time
Reports To: Operations Manager / Owner
Company: Black Label Built — Outdoor Living Contractor
About Black Label Built
Black Label Built is a high-end outdoor living contractor specializing in custom decks, patios, pergolas, and premium exterior construction. We are committed to exceptional craftsmanship, smooth communication, and an elevated client experience from first contact to project completion. As we continue to grow, we are looking for a highly organized and proactive Administrative Assistant to support our operations and help streamline our internal processes.
Position Overview
The Administrative Assistant plays a key role in supporting daily operations across sales, project management, customer service, and back-office functions. This person ensures that information flows smoothly between teams, administrative tasks are completed on time, and customers receive consistent, high-quality communication. The ideal candidate is organized, detail-oriented, and comfortable juggling multiple responsibilities in a fast-paced construction environment.
Key Responsibilities
Administrative & Office Support
- Maintain organized digital files, project folders, and documentation.
- Manage company email inboxes and respond to general inquiries.
- Assist with scheduling meetings, job site appointments, and internal check-ins.
- Prepare documents, proposals, contracts, and reports as directed.
- Support hiring tasks such as job postings, candidate communication, and onboarding paperwork.
Customer Service & Communication
- Serve as the initial point of contact for new leads and customer inquiries.
- Follow up with clients to gather missing information, confirm appointments, and support next-step communication.
- Provide timely updates to customers about schedules, materials, and project statuses.
- Ensure professionalism and brand consistency in all communication.
Sales & Project Coordination Support
- Help prepare and send estimates, proposals, and change orders.
- Capture and organize lead information from multiple sources.
- Track project progress, deadlines, and status changes in CRM/project management software.
- Assist with handoffs between sales, operations, and construction crews.
Finance & Recordkeeping
- Process invoices, receipts, payments, and purchase orders.
- Maintain accurate records for expenses and material orders.
- Support payroll preparation by gathering crew hours or timesheet information.
- Assist with vendor communication, order confirmations, and delivery schedules.
Required Skills & Qualifications
- 2+ years administrative experience (construction industry is a plus).
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficient with Google Workspace, Microsoft Office, and CRM/project management tools.
- Comfortable learning new software quickly.
- High attention to detail and accuracy.
- Ability to work independently and prioritize responsibilities.
- Professional and friendly customer service demeanor.
Preferred Qualifications
- Experience in a construction, contracting, or field-service business.
- Familiarity with QuickBooks or similar accounting tools.
- Experience with CRM systems.
- Understanding of basic invoicing, scheduling, and workflow processes.
What We Offer
- Competitive pay based on experience.
- Opportunities for growth in a rapidly expanding company.
- Supportive team environment focused on communication and efficiency.
- Exposure to exciting outdoor living and construction projects.