Administrative & Operations Assistant
Construction & Property Management
Position Overview
We are seeking an experienced, organized, and highly motivated Administrative & Operations Assistant to support the day-to-day operations of a construction and property management company. This is a hands-on position for someone who understands that construction and property management involve much more than general office administration.
The ideal candidate will have experience with QuickBooks, bookkeeping, project management, property management, invoicing, accounts payable/receivable, vendor and subcontractor coordination, scheduling, and general business administration.
The successful candidate should be comfortable working independently, managing multiple priorities, communicating with contractors, vendors, tenants, employees, and management, and understanding how the different aspects of a construction and property management company work together.
Key Responsibilities
Accounting & Bookkeeping
- Maintain accurate bookkeeping and financial records using QuickBooks.
- Enter invoices, bills, payments, deposits, and other financial transactions.
- Assist with accounts payable and accounts receivable.
- Prepare and track invoices and customer payments.
- Reconcile bank and credit card accounts.
- Assist with payroll and employee records.
- Track project and property-related expenses.
- Work with the company's accountant, banks, insurance companies, and other financial professionals.
- Maintain organized financial and company records.
Construction Administration
- Assist with day-to-day administration of construction projects.
- Maintain project files, contracts, change orders, purchase orders, invoices, and other documentation.
- Track subcontractors, vendors, materials, deliveries, and project expenses.
- Assist project managers and estimators with documentation and scheduling.
- Help coordinate communication between the office, field personnel, subcontractors, vendors, engineers, architects, and customers.
- Track project budgets, commitments, invoices, and payments.
- Assist with preparing bids, proposals, contracts, and other project paperwork.
- Maintain records for permits, inspections, certificates, insurance, and other construction requirements.
- Understand the basic flow of a construction project from estimating and permitting through construction, completion, and closeout.
Property Management
- Assist with the management of residential and commercial properties.
- Maintain tenant and property records.
- Assist with leases, renewals, tenant correspondence, and move-in/move-out documentation.
- Coordinate maintenance and repair requests.
- Schedule contractors and service providers.
- Track property expenses, invoices, and maintenance costs.
- Assist with rent tracking and collections.
- Maintain organized records for each property.
- Communicate professionally with tenants, vendors, contractors, and property owners.
Office & Operations Management
- Manage incoming calls, emails, correspondence, and general office communications.
- Maintain organized electronic and physical filing systems.
- Assist management with scheduling, meetings, and day-to-day administrative needs.
- Prepare reports, spreadsheets, correspondence, and other documents.
- Track important deadlines, renewals, payments, insurance certificates, licenses, permits, and contracts.
- Assist with purchasing and office supplies.
- Maintain confidentiality of company, employee, tenant, and financial information.
- Identify issues before they become problems and bring them to management's attention.
Qualifications
- Previous experience in construction, property management, accounting/bookkeeping, or business administration strongly preferred.
- Strong working knowledge of QuickBooks.
- Solid understanding of bookkeeping and basic accounting principles.
- Experience with Microsoft Office, particularly Excel and Word.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple projects and priorities simultaneously.
- Comfortable communicating with subcontractors, vendors, tenants, customers, and management.
- Ability to work independently and take ownership of responsibilities.
- Strong attention to detail and accuracy.
- Ability to understand and learn the different aspects of a construction and property management operation.
Preferred Experience
Experience with any of the following is a plus:
- Construction accounting
- Construction estimating
- Project management software
- Property management software
- Accounts payable/receivable
- Payroll
- Lease administration
- Vendor and subcontractor management
- Building permits and municipal paperwork
- Insurance and certificates of insurance
- Construction contracts and change orders
- Real estate or property accounting
- Scheduling and project coordination
The Ideal Candidate
The ideal candidate is more than an administrative assistant. We are looking for someone who wants to become an important part of the company's operations and understands how the office, construction projects, finances, and properties all work together.
You should be someone who can look at a problem, understand what needs to be done, and take the initiative to get it handled. You don't need to be an expert in every area on day one, but you should have a strong understanding of business operations and be capable of learning the construction and property management aspects of the company.
This is an excellent opportunity for an experienced administrative professional who wants a position with responsibility, variety, and the opportunity to grow with a construction and property management company.
Pay: $24.75 - $34.80 per hour
Benefits:
- 401(k)
- Flexible schedule
- Parental leave
- Retirement plan
Work Location: Hybrid remote in East Lyme, CT 06333
