Office Assistant

Company Description

Energy Fencing, Inc. is a full-service fence installation and miscellaneous metal work contractor, serving clients throughout New York and the Tri-State area since 2015. We specialize in delivering high-quality perimeter security and custom metal solutions for residential, commercial, and public sector projects. Guided by our belief that “with energy, anything is possible,” we are committed to excellence, professionalism, and reliable execution across every project we undertake.

We are seeking a versatile and driven Office Assistant to support daily operations while contributing to the overall efficiency of the organization. This role combines administrative support, CRM management, customer communication, and basic Accounts Receivable and Accounts Payable coordination. The ideal candidate is highly organized, detail-oriented, and capable of working collaboratively with internal teams and executive leadership in a fast-paced environment.

Role Description

• Manage incoming calls, emails, and customer inquiries
• Coordinate schedules, site visits, and internal meetings
• Prepare contracts, insurance documents, and project paperwork
• Maintain organized filing systems and documentation
• Ensure all administrative tasks are completed accurately and on time

• Respond to all customer inquiries in a timely and professional manner
• Follow up on estimates, proposals, and pending contracts
• Track communication to ensure no lead or client is left unattended
• Maintain consistency across all communication channels
• Maintain daily communication cadence with team members across admin, estimating, and operations
• Use the appropriate channel based on urgency: Phone for immediate or time-sensitive matters. Text for quick updates, confirmations, and field coordination. Use email for formal communication, documentation, and detailed instructions
• Ensure all critical communication is captured and documented in the CRM for visibility and accountability

• Input and maintain all leads, estimates, and project updates
• Ensure all notes, tasks, and statuses are current
• Track follow-ups and enforce accountability
• Identify stagnant leads, boards or outdated records and escalate
• Maintain real-time operational visibility through disciplined CRM usage

• Track invoices, receipts, and payment schedules
• Assist with Accounts Receivable and Accounts Payable follow-ups
• Coordinate with bookkeeper on data entry and reconciliations
• Maintain organized financial records
• Support collections and vendor communication
• Write checks and pay vendors

This is a critical function tied directly to public work, cash flow, and risk mitigation.

• Prepare and track Certified Payroll Reports (CPRs) for all applicable projects
• Ensure weekly or monthly CPR submissions are completed accurately and on time
• Maintain records of: Employee classifications, Wage rates and fringe benefits, Job allocations and hours worked, Coordinate with payroll, field teams, and bookkeeping to verify accuracy
• Track and organize lien waivers, Insurance certificates (COIs), Subcontractor compliance documents ,AIA billing support documentation
• Ensure all compliance documentation aligns with: Contract requirements, Agency requirements (SCA, DDC, NYCHA, Port Authority, etc.)
• Monitor submission deadlines to prevent penalties, payment delays, or violations
• Maintain a compliance tracker for each project to ensure nothing is missing or expired

• Monitor daily workflow across admin and estimating
• Assist in assigning and tracking responsibilities
• Identify inefficiencies, delays, or breakdowns
• Ensure no task, lead, or requirement is overlooked
• Support scheduling coordination with operations

• Log and assign incoming leads
• Track estimate progress and follow-ups
• Ensure estimates are complete and reviewed
• Support bid sourcing and pipeline development

Requirements:

• Previous experience in an administrative, office coordinator, or executive assistant role.
• Basic knowledge and hands-on experience in Accounts Payable and Accounts Receivable.
• Proficiency in Microsoft Office (especially Excel), QuickBooks, and CRM tools like Monday.com.
• Strong organizational and multitasking skills with high attention to detail.
• Clear and confident communication, both verbal and written.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Comfort working with cross-functional teams including accounting, operations, and leadership.

Qualifications:

• Previous experience in administrative, executive assistant, or office coordinator roles.
• Strong organizational and multitasking abilities with excellent attention to detail.
• Proficiency in CRM systems (e.g., Monday.com ) and Microsoft Office Suite.
• Clear and confident communication, both verbal and written.
• Comfortable liaising with cross-functional teams, including accounts and operations.
• Ability to work independently, take initiative, and adapt in a fast-paced environment.
• Previous experience in construction compliance
• Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).

Join Energy Fencing and contribute to the success of our growing company. If you possess the required skills and are ready to take on a dynamic role in office administration, we invite you to apply.

To apply, please submit your resume and a cover letter detailing your relevant experience to [jaydanp@energyfencing.com].

Salary: $22-29/Hr