Executive Assistant/Office Manager at Daniela… · Loxahatch…

About Us

Daniela Trucking & Grading is a premier South Florida provider of excavation, grading, laser grading, aggregate supply, and site development services. We are committed to excellence, professionalism, and delivering exceptional quality on every project. We are seeking a highly organized, bilingual Executive Assistant/Office Manager to oversee all administrative operations, financial processes, technology systems, and team coordination, while helping drive growth and efficiency across the business.

Position Overview

The EA/Office Manager is a key leadership position responsible for ensuring the seamless operation of the company’s administrative, financial, and project management functions. This role manages Accounts Receivable, supports job estimating and proposals, coordinates job scheduling and equipment rentals, maintains insurance and HR documentation, and integrates technology to enhance efficiency.

The ideal candidate is fluent in English and Spanish, detail-oriented, proactive, and capable of anticipating challenges before they arise. They thrive in a fast-paced environment, enjoy solving problems, and take pride in building systems, processes, and a strong team culture.

Key ResponsibilitiesOperations & Administration

• Oversee all day-to-day office operations, internal communications, and workflow across departments.
• Coordinate scheduling of jobs, crews, and equipment rentals, ensuring alignment with project timelines.
• Maintain and update insurance, licensing, and permit documentation for company operations and assets.
• Manage HR records, onboarding documents, and ensure compliance with company policies and state regulations.
• Assist in developing and maintaining Standard Operating Procedures (SOPs) for key administrative and operational processes.

Financial Management

• Oversee Accounts Receivable: prepare and send invoices, track payments, follow up on outstanding balances.
• Support Accounts Payable as needed, ensuring accurate and timely data entry.
• Maintain accurate records in QuickBooks, including invoicing, payment tracking, and reporting.
• Prepare periodic financial and operational reports for leadership review.

Job Estimating & Proposals

• Collaborate with operations and leadership to prepare job estimates, bids, and proposals.
• Ensure proposals are accurate, well-documented, and submitted on time.
• Track proposal outcomes and maintain organized records of bids and awarded projects.
• Work with leadership to improve estimating processes and ensure profitability targets are supported.

Technology & Reporting

• Oversee the integration and daily use of key software systems, including LMN, QuickBooks, and Microsoft Office Suite.
• Generate accurate and timely daily, weekly, and monthly reports on projects, revenue, scheduling, and key performance indicators (KPIs).
• Identify and implement technology tools to improve operational efficiency.

Team Support & Development

• Partner with leadership to design and implement training programs for staff.
• Coordinate team-building events and initiatives that strengthen communication, morale, and culture.
• Assist in creating onboarding materials and SOP-based training guides for new team members.
• Promote a culture of accountability, collaboration, and continuous improvement.

Client & Vendor Communication

• Serve as a key administrative contact for clients—handling inquiries, providing updates, and ensuring an excellent customer experience.
• Prepare and distribute job orders, project documentation, and client correspondence.
• Liaise with vendors, subcontractors, and partners to maintain clear communication and efficient operations.

Problem Solving & Strategic Thinking

• Anticipate challenges related to scheduling, finances, or documentation and proactively address them.
• Recommend process improvements to streamline operations and enhance accuracy.
• Support leadership in strategic planning with data-driven insights and reporting.

Qualifications

• Experience: Minimum 3–5 years in office management, operations, or administrative leadership, preferably within construction, trucking, grading, or landscaping industries.
• Language: Fluent in English and Spanish (spoken and written).
• Software:
• Proficient in QuickBooks for invoicing, payment tracking, and reporting.
• Experience with LMN or similar project management/estimating software.
• Strong command of Microsoft Excel, Word, and Outlook.
• Skills & Knowledge:
• Accounts Receivable and general accounting principles.
• Job estimating and proposal preparation.
• Scheduling of jobs, equipment, and rentals.
• HR administration and insurance documentation.
• Report creation and technology integration.
• Attributes:
• Highly organized, detail-oriented, and dependable.
• Strong communicator and relationship builder.
• Proactive problem-solver with strategic foresight.
• Comfortable managing multiple priorities in a fast-paced setting.

Preferred Attributes

• Prior experience in a construction, trucking, or site services company.
• Ability to lead through influence and create structure in a growing business.
• Experience building SOPs and training programs.
• A team-oriented mindset with leadership potential.

Why Join Us

• Competitive compensation and growth opportunities
• Direct involvement in shaping company systems and culture
• Hands-on leadership in a collaborative, entrepreneurial environment
• Opportunity to make a lasting impact on operational excellence

Job Type: Full-time

Base Pay: $20.00 - $28.00 per hour

Work Location: In person