Job Title: Administrative Assistant
We are seeking a detail-oriented and highly organized Administrative Assistant with experience in the construction industry and proficiency in QuickBooks. This role supports daily office operations, project coordination, and financial administration to ensure smooth workflow between field teams, vendors, contractors, and management.
Key Responsibilities:
- Prepare invoices, estimates and work orders.
- Schedule jobs and communicate with customers.
- Answer phones, emails, and provide excellent customer service.
- Count and reconcile cash drawers daily to ensure accuracy.
Administrative Support
- Provide general office support including scheduling, correspondence, filing, and document management
- Maintain organized records for contracts, permits, licenses, insurance certificates, and compliance documentation
- Serve as point of contact for clients, subcontractors, and suppliers
Construction Administration
- Assist with preparation and tracking of bids, proposals, and project documentation
- Manage contractor agreements/contracts.
- Support project managers with change orders, RFIs, and purchase orders
- Maintain job files and ensure accurate documentation of project progress
Accounting & QuickBooks Duties
- Process accounts payable and accounts receivable
- Prepare and send invoices and track payments
- Reconcile bank and credit card statements
- Generate financial reports using QuickBooks
Required Qualifications
- Proficiency in QuickBooks Desktop
- Strong knowledge of Microsoft Office (Excel, Word, Outlook)
- Familiarity with construction terminology and documentation
- Excellent organizational and multitasking skills
- Strong written and verbal communication abilities
Core Competencies
- Attention to detail
- Time management
- Financial accuracy
- Problem-solving
- Confidentiality and professionalism
- Ability to work independently and in a fast-paced environment
Job Type: Full-time
Pay: From $14.00 per hour
Experience:
- Customer service: 1 year (Preferred)
Work Location: In person
