Overview
Join our dynamic team as an Administrative Assistant / Bookkeeper, where your expertise will drive efficient financial operations and administrative support. This role offers an exciting opportunity to work in a collaborative environment, ensuring accurate financial record-keeping and seamless office management. You will be instrumental in maintaining the integrity of our financial data, supporting budgeting processes, and ensuring compliance with accounting standards. If you thrive in a fast-paced setting and have a passion for detail-oriented work, this position is perfect for you!
RESPONSIBILITIES
Bookkeeping & Financial Duties
- Enter and manage all Accounts Payable and Accounts Receivable
- Process vendor invoices and customer payments
- Assist with generation of customer invoices and progress billing
- Track deposits, final payments, and outstanding balances
- Maintain accurate job costing records for each project
- Track material costs, labor costs, and subcontractor expenses
Operations & Administrative Support
- Assist the General Operations Manager with miscellaneous tasks as needed
- Communicate with suppliers regarding material orders and deliveries
- Track slab inventory, remnants, and incoming materials
- Assist with ordering shop supplies and office materials
- Maintain project files, job folders, and customer records
- Coordinate customer appointments, template dates, and installation schedules
- Prepare and send project proposals, contracts, and change orders
- Follow up with customers regarding approvals and payments
- Assist with permit paperwork and insurance documentation when needed
- Maintain organized digital and physical filing systems
- Answer phones, emails, and customer inquiries professionally
- Assist with warranty claims and service scheduling
- Coordinate slab deliveries and shop receiving
- Assist with maintaining fabrication calendars and production boards
- Ensure signed approvals and selections are received before production
- Communicate schedule changes between office, shop, and field teams
General Office Responsibilities
- Maintain office organization and cleanliness
- Prepare reports and spreadsheets for management
- Assist with company correspondence and professional emails
- Support customer service and client relations
- Help improve office systems and operational efficiency
- Perform additional administrative and operational duties as assigned
Preferred Skills
- QuickBooks experience preferred
- Strong organizational and multitasking skills
- Excellent communication and customer service abilities
- Ability to work in a fast-paced environment
- Experience in construction, cabinetry, stone fabrication, or related industry preferred
- Proficient in Microsoft Office/Google Workspace
- Detail-oriented with strong follow-through skills
Pay: $28.00 - $35.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
