Office Support Specialist - Construction - KY

Office Support Specialist - Construction

Our client is a leading supplier of outdoor equipment that services the education, municipality and commercial clients in OH, KY, PA, and WV. They are seeking a highly organized, detail-oriented Office Support Specialist who is exceptionally proficient in QuickBooks, digital and physical file management, and customer communication. This role supports daily administrative operations, ensures proper workflow of orders and invoices, and maintains accurate records across both physical and cloud-based filing systems. This individual must be tech-savvy, reliable, and able to manage multiple processes involving QuickBooks, Adobe Acrobat, OneDrive, and shared internal folders.

Ideal Candidate

You thrive in a structured environment, enjoy organizing information, and take pride in keeping operations running smoothly. You understand QuickBooks deeply, can juggle physical and digital filing with ease, and aren’t afraid to chase down missing invoices or follow up with customers. You’re dependable, accurate, and a strong communicator who wants to be a backbone of the office.

Responsibilities:

File Management

• Support management of the shared cloud folders
• Assist with general administrative tasks

Accounts Receivable & Invoicing

• Generate customer invoices using QuickBooks and save on shared cloud platform
• Send out invoices to customers; maintain accuracy and timeliness of all A/R records
• Contact customers regarding past due invoices and perform necessary follow-up

Software & Digital Tasks

• Advanced use of QuickBooks for invoicing, tracking, and A/R management (including cloud-based QB version)
• Proficient in Adobe Acrobat, including editing, combining, and modifying PDFs as needed
• Use and maintain structure within OneDrive, ensuring customer folders and invoice archives stay organized
• Assist with access management and ensure files remain properly synced between server, local folders, and cloud storage

Customer Service Support

• Handle customer inquiries regarding parts, shortages, shipping issues, and general order questions
• Prepare and distribute Authorization Forms for installers and/or service providers as needed
• Serve as a liaison between operations, sales reps, installers, and customers

Requirements:

• Bachelor’s Degree preferred but not required
• Min. 5 years’ experience working in an office setting within construction, landscaping and/or similar industry
• Prior office support and/or administrative experience preferred
• Strong proficiency in QuickBooks - must be able to handle invoices, A/R, and daily functionalities with ease
• Experience working with Adobe Acrobat for PDF editing and document management
• Comfortable navigating complex file systems, including shared folders, servers, and cloud platforms such as OneDrive
• Exceptional organizational skills and attention to detail
• Strong communication skills (phone & email), especially for customer follow-up and A/R issues
• Ability to multitask and manage high-volume paperwork (both digital and physical).

Offering:

• Base Salary $70,000 - $80,000
• Year End Bonus
• Stipend for Benefits, 401K
• PTO

Direct Sales Recruiting, LLC, (DSR) and DirectHR are National Recruitment organizations partnering with National, Regional and Local Clients to bring qualified candidates a career and a future. DSR offers over 50 years combined Recruitment, Sales and Management experience. We are, along with our clients, an Equal Opportunity Employer and are committed to hiring and supporting a diverse workforce. A M/F/D/V