We are seeking a detail-oriented and organized Administrative Assistant to support our accounting and operations teams in a fast-paced construction environment. This position serves as the primary communication link between the office and field personnel, ensuring accurate documentation, timely processing of invoices and expenses, and efficient coordination of daily administrative operations. The ideal candidate is proactive, dependable, and capable of managing multiple priorities while maintaining a high level of accuracy and professionalism.
Ideal candidates must be comfortable with a wide variety of office tasks, including but not limited to, data entry, filing, software platform and office equipment use. We are looking for a highly organized, detail-oriented, self-starter with versatility and flexibility who can balance both team and individual responsibilities in a fast-paced work environment.
DUTIES AND RESPONSIBILITIES
- Provide administrative support to the accounting and operations teams while serving as the primary liaison between the office and field personnel.
- Review, verify, and process vendor invoices and employee expense reports.
- Respond to vendor inquiries, resolve invoice discrepancies, and maintain vendor records.
- Maintain digital and physical records, including W-9s, Certificates of Insurance (COI), payment documentation, and other company files.
- Compile data, prepare spreadsheets, and generate reports as needed.
- Maintain inventory and order office supplies and operational materials.
- Coordinate office equipment maintenance and IT service requests.
- Answer, screen, and direct incoming phone calls while taking and distributing accurate messages.
- Process, organize, and distribute field paperwork, ensuring required approvals and documentation are complete.
- Track employee training, certifications, and license renewals to ensure compliance.
- Prepare professional correspondence, reports, and other business documents.
- Handle confidential information with professionalism and discretion.
- Perform general clerical duties, including filing, scanning, copying, shipping/receiving, and mail distribution.
- Assist with special projects and perform other duties as assigned.
SKILLS AND QUALIFICAITONS
- High school diploma or equivalent required; associate’s degree in business administration, accounting, or a related field preferred.
- Two to five years of administrative, accounting, or accounts payable experience preferred.
- Experience with accounting and/or project management software is preferred.
- Proficient in Microsoft Office Suite, with advanced knowledge of Microsoft Excel.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Excellent verbal and written communication skills.
- Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
- Strong analytical, problem-solving, and decision-making skills.
- Ability to build positive working relationships with employees, customers, and vendors.
- Ability to maintain confidentiality and exercise sound judgment.
- Self-motivated, dependable, and able to work independently as well as collaboratively within a team.
- Willingness to learn, adapt, and contribute to a positive work environment.
PHYSICAL DEMANDS:
- Continually required to sit, walk, talk and hear
- Continually required to utilize hand and finger dexterity
- Continually utilize visual acuity to operate office equipment, read and/or use keyboard
- Occasionally required to climb, balance, bend, stoop, kneel or crawl
- Occasionally required to lift/push/pull/carry items up to 50 lbs.
- Frequently required to lift/push/pull/carry items 25 – 45 lbs.
- Continually required to lift/push/pull/carry items up to 25 lbs.
BENEFITS
- Health Insurance
- Dental Insurance
- Vision Insurance
- Company Sponsored Life Insurance
- Paid Time Off
- Paid Holidays
SCHEDULE: Mon – Fri (8:00AM – 5:00PM)
WORK LOCATION: One Location
WORK REMOTELY: No
Pay: $20.00 - $24.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
