Administrative Assistant

We are looking for an Administrative Assistant to help the Office Manager run the office smoothly and efficiently, with the potential to become the Office Manager in the future. The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results. The ideal candidate would also have experience in bookkeeping/accounting, preferably within a construction office or with knowledge of the construction industry. If you want to join a small, fun group of people in a generally casual office atmosphere, this job is for you!

Responsibilities

• Work directly with the Controller and Office Manager with various tasks and projects as assigned
• Responsible for office operations including answering phones; field customer questions; responding to emails from various contacts including vendors; greeting visitors in the office; opening mail
• Maintain filing systems keeping all office documents filed (paper and electronic), organized, and maintained; move and track physical files throughout office; create files for all construction vendors and projects; ensure owner has electronic access to all documents that directly impact jobs
• Track material returns and credits
• Assist with daily updates to QuickBooks including vendor invoices; credit card receipts, keeping accounts payable aging current by matching up job payments received with applicable expenses to pay
• Ensure employees are tracking job hours in timekeeping app; follow up with employees as needed to ensure timesheet accuracy; assist with weekly payroll processing
• General office upkeep and organization including ordering office supplies, maintaining apparel inventory, tracking employee birthdays and anniversaries, etc
• Assist with onboarding new employees ensuring all forms filled out, filed, and maintained; provide copies of company handbook, benefit information, etc

Qualifications

• Working knowledge of Microsoft Office applications
• Proficient in QuickBooks; experience with Contractor Edition a plus
• Experience processing payroll; ADP knowledge a plus
• Excellent written and verbal communication skills
• Highly organized with a strong attention to detail
• A good understanding and experience working within the construction industry including experience with AIA billing and lien waivers is a plus
• Competent; outgoing; possesses an ability to talk to customers with confidence and ease
• Dependable; reliable; trustworthy
• Thinks and acts fast in an office that can sometimes go from calm to crazy in a matter of seconds
• Intuitive; willing to put yourself out there and offer help even if not asked
• Personable; friendly; has a great sense of humor

What We Offer:

• Compensation determined based on work experience and qualifications
• Comprehensive benefit package includes paid time off, 100% company paid medical insurance for employee and family, company paid life insurance and long term disability and 401K