Popularis Construction Inc.

Office Administrator Assistant

Reports to: Office manager/Owner

Salary: $22 - $28hr, Based on experience

Building Forward Mission: Operate with disciplined organization, clear communication, and relentless follow-through to eliminate friction, maintain financial clarity, and consistently move the business forward.

SUMMARY: To coordinate and schedule new leads, billing and invoicing, and customer care.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned:

• Manage inbound and outbound calls. Log conversations and transfer tasks effectively.
• Coordinate scheduling of meetings/conference calls and arrange location/call details
• Strong verbal and written communication skills - Confident and Articulate
• Facilitate invoice billing: internal invoices, including updates to:
• Accounts Payable - Work with PM to maintain accurate records. Schedule payments for vendor/subcontractor bills. Schedule payments for overhead related costs. Ensure all invoices are processed and paid on time.
• Accounts Receivable - track outstanding invoices. Coordinate with clients on payment status. Ensure all collections are documented and up to date
• Ability to prioritize projects and manage multiple projects at a time
• Extreme organizational skills. With many different scopes and tasks, you will need to have the ability to prioritize tasks and scopes of work to ensure on time completion of all expectations.
• Payroll - Audit and execute payroll on a biweekly basis.
Response time to internal requests within 24 hours

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE: A minimum of 3-5 years of experience is preferred in construction admin or a related admin field

REQUIRED SKILLS:

• Highly organized: no lost files, no confusion
• Self-motivated and great people skills
• Accountable: tasks are owned and completed
• Detail-oriented: Clear focus on the details will eliminate errors that create risk and slow down
• Proactive: solves problems before being asked
• Clear communicator: direct, concise, no ambiguity
• System thinker: builds repeatable processes. Our ability to scale is leveraged on our ability to execute predictable results. It is important to constantly improve and simplify SOP's and day-to-day tasks
• Knowledge of the construction industry is desired
• Financial organization
• Ability to use Google Suite, Google Calendar, JobTread, and Microsoft Suite, Slack, Chat GPT, Claude
• Superior oral and written communication, including proficiency in both technical and business writing, is required.
• Dedicated to maintaining a forward momentum in the business

WORK ENVIRONMENT: This is an in-person position at our office in Medway, Massachusetts

Disclaimer:

This job profile identifies the general duties and minimum level of skills required to perform this job. It is not intended to represent a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned. The employee can be responsible for all other duties as assigned by the supervisor. Employment at Popularis Construction, Inc. is on an at-will basis. This means that the employer or employee may terminate employment at any time, for any reason or no reason and with or without prior notice. Nothing in this job description creates an employment agreement, expressed or implied, or any agreement between an employee and Popularis Construction, Inc.