Office Administrator
Gipp Solutions LLC Suffolk, VA
Full-Time | In Person
Schedule: Monday–Friday, 8:00 AM–4:30 PM | 40 hours per week
Pay: $20–$23/hour | Paid Weekly
Gipp Solutions LLC is seeking a dependable, highly organized Office Administrator to manage the day-to-day administrative side of our growing demolition company.
This is a desk-based, in-person role for someone who is professional on the phone, strong with email and typing, comfortable with office software, and able to keep customer, project, and financial information organized.
Please note: The office location is currently listed as Suffolk, VA, but the permanent office location may change within the Hampton Roads area as the company grows. Applicants should be comfortable with a potential future office-location change.
Responsibilities
- Answer incoming company phone calls and return voicemails promptly
- Monitor and respond to company emails throughout the workday
- Enter and update leads, customers, and project information in JobTread
- Schedule site visits, appointments, and follow-ups
- Prepare and send contracts using owner-approved pricing and scope
- Create and send customer invoices
- Record customer payments and vendor bills
- Maintain organized records of invoices, receipts, and accounts paid
- Log permit information, status updates, and project documents
- Maintain customer and project files
- Keep the company calendar current
- Follow up with customers regarding appointments, contracts, invoices, and outstanding information
- Collect and enter employee hours/timecards
- Prepare payroll information for owner review and final approval
- Perform accurate data entry and document preparation
- Maintain electronic and physical filing systems
- Help maintain office supplies and general office organization
- Occasionally complete local office errands, including picking up supplies, delivering paperwork, or handling administrative drop-offs and pickups
What We’re Looking For
- Previous office, administrative, front-desk, or customer-service experience
- Excellent phone etiquette and communication skills
- Strong typing and data-entry skills with a high level of accuracy
- Strong written communication and email skills
- Excellent organization and attention to detail
- Comfortable handling multiple tasks while staying organized
- Comfortable working with numbers, invoices, payments, and employee time
- Proficient with computers, email, calendars, spreadsheets, PDFs, and online software
- Ability and willingness to learn JobTread, ADP, QuickBooks, electronic signature software, and other company systems
- Dependable, punctual, professional, and able to work independently
- Strong follow-up habits
- Ability to recognize when an issue should be brought to management
- Valid driver’s license and reliable transportation
- Construction or contractor-office experience is a plus, but not required
Important
This is primarily an in-person office position.
A major responsibility of this role is remaining available during the workday to answer phones, monitor email, manage customer information, and keep the front office organized.
The Office Administrator will support contracts, invoicing, payroll preparation, permit tracking, and project documentation, but final pricing, payroll approval, technical decisions, scope changes, and major financial decisions remain with the owner.
Occasional schedule flexibility may be needed based on business operations, but the normal schedule is Monday through Friday, 8:00 AM to 4:30 PM.
Compensation
$20.00–$23.00 per hour, based on experience and qualifications.
Paid weekly.
We are looking for someone who takes pride in keeping things organized, communicates professionally, follows through, and helps make sure important calls, emails, documents, payments, and administrative tasks do not fall through the cracks.
Pay: $20.00 - $23.00 per hour
Work Location: In person
