What are the responsibilities and job description for the Office Administrator position at Constanza and Company LLC?
Constanza & Company — Chester, CT
Location: In person
We are looking for an organized, personable Office Administrator to support the daily operations of our construction business and kitchen and bath showroom.
This position combines bookkeeping, office administration, scheduling, and customer service. You will help keep financial records organized, manage correspondence and appointments, and serve as a welcoming point of contact for customers visiting the showroom.
The right person is comfortable working with numbers, communicating with customers and vendors, and following through on details without constant direction.
Responsibilities
- Handle day-to-day bookkeeping, including entering vendor bills, recording payments, organizing receipts, and maintaining accurate records.
- Track accounts payable and receivable, prepare customer invoices, and follow up on outstanding balances.
- Reconcile bank and credit card transactions and coordinate with management and our accountant.
- Assist with payroll preparation, time-record review, and related administrative tasks.
- Monitor shared email inboxes, respond to routine inquiries, and route items to the appropriate person.
- Maintain calendars, coordinate appointments and meetings, and help keep schedules current.
- Greet showroom visitors, answer phones, and provide friendly, professional customer service.
- Assist customers with initial product questions, gather project information, and connect them with the appropriate team member.
- Help coordinate vendor accounts, product orders, samples, deliveries, and customer follow-ups.
- Keep office files, customer records, and showroom materials organized and up to date.
- Track outstanding tasks and requests so important details are followed through to completion.
Qualifications
- Experience in bookkeeping, accounting support, or a similar administrative role.
- Experience working with customers in a retail, showroom, or service environment.
- Familiarity with QuickBooks Online and confidence using spreadsheets, email, and shared calendars.
- Strong attention to detail, particularly when reviewing invoices, payments, and financial records.
- Clear written and verbal communication skills.
- Ability to manage several responsibilities, prioritize work, and follow up independently.
- Professional judgment and discretion when handling financial and customer information.
- Willingness to learn new software and help improve everyday office processes.
Preferred Experience
- Construction, cabinetry, kitchen and bath, interior design, or building materials.
- JobTread or similar project management software.
- Bookkeeping for more than one company.
- Payroll preparation, vendor coordination, purchasing, or retail order management.
About the Role
This is a hands-on position for someone who enjoys both detailed administrative work and interacting with people. You will work closely with ownership and our operations team to keep the office organized, support accurate bookkeeping, and make sure customers receive attentive service.
To Apply
Please submit your resume and a brief introduction describing your bookkeeping, administrative, and customer service experience.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Paid time off
Work Location: In person
Salary : $50,000 - $60,000