Administrative Assistant

Administrative Assistant

The Administrative Assistant to the COO provides direct administrative and operational support to the Chief Operations Officer. This position assists with project documentation, scheduling, job setup, vendor coordination, financial tracking, and accounting-related functions within Sage. The role serves as a key support position for the COO by helping maintain organization, accuracy, and efficiency across daily operations.

Essential Job Functions

Executive Support to the COO

• Manage the COO’s calendar, appointments, and meeting schedules.
• Coordinate meetings and prepare meeting materials.
• Assist with correspondence and internal communication.
• Track action items and follow-up items from meetings.
• Maintain confidential operational records.
• Assist the COO with special projects and administrative tasks.

Sage & Financial Administration

• Enter and maintain job information within Sage.
• Assist with job cost tracking and reporting.
• Process purchase orders and vendor invoices.
• Assist with cost coding and expense tracking.
• Support monthly billing and invoice preparation.
• Prepare reports requested by the COO regarding project costs and profitability.
• Maintain organized vendor records and account documentation.

Project & Operations Administration

• Create and maintain project files and documentation.
• Track permits, insurance certificates, contracts, and change orders.
• Assist with project startup and closeout documentation.
• Maintain organized electronic and physical filing systems.
• Support bid administration and contract management activities.
• Assist with scheduling and coordination of operational activities.

Administrative & Compliance Support

• Maintain employee training and certification records.
• Assist with onboarding and personnel documentation.
• Track licenses, registrations, and compliance requirements.
• Support company reporting requirements as assigned.
• Maintain accurate company records and documentation.

Education and Experience

• Required
• Associate’s Degree or Bachelor’s Degree in Business, Construction Management, Finance, Accounting, Communications, or a related field; OR equivalent administrative experience.
• Strong proficiency in Microsoft Office (Excel, Word, Outlook, and PowerPoint).
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and willingness to learn.

Preferred

• Recent college graduate seeking to build a career in construction operations, project management, or business administration.
• Experience with Sage 300, Timberline, or similar accounting software.
• Construction, contracting, or project coordination experience.
• Experience with Microsoft 365, SharePoint, and Teams.
• Bilingual (English/Spanish).

Compensation and Benefits

• Salary: $50,000 - $65,000 based on education/experience level. 
• Insurance: Health insurance available to full-time employees
• Equipment & Tools Provided:
• Company-issued computer
• All required software and digital tools
• Mileage or fuel expenses covered for business-related travel
• Paid Time Off (PTO) and company holidays
• Opportunities for growth within the company as skill level increases.

Workplace Policies and Agreements

Level 1 Paving is committed to maintaining a professional, respectful, and high-performing workplace. As a member of our team, the Construction Accounting Coordinator is expected to uphold all company policies and conduct themselves in alignment with our culture, which is built on the following Core Values:

• Integrity – Right Over Easy: Communicating honestly, representing the company accurately, and choosing the right action even when it is not the easiest.
• Relationships – People First: Interacting with clients, teammates, and community partners with respect, courtesy, and professionalism.
• Positivity – Solutions Over Problems: Approaching challenges with a constructive, solution-minded attitude in all internal and external communications.
• Honor – Honor Brings Favor: Treating others with dignity, assuming the best, and representing Level 1 in a manner that builds trust.
• Stewardship – Great Over Good: Taking responsibility for the quality, accuracy, and presentation of all work produced, striving for excellence over convenience.

Each team member must reflect these values in client communication, online activity, content production, team interactions, and daily workflow. The position requires professionalism, reliability, strong communication, and a positive representation of the company at all times.