Administrative Assistant

Administrative Assistant

Position Summary

Stoneworks of USA is looking for an organized, detail oriented, and proactive

Administrative Assistant to support daily office operations, project coordination,

bookkeeping tasks, and communication with clients, vendors, accountants, and team

members.

This person will work closely with the company’s leadership and project managers to

help keep financial records, schedules, purchase orders, invoices, payments, and

office tasks organized and up to date.

Position Objectives

· Assist the CEO and leadership team with daily administrative and office tasks.

· Answer office calls, greet clients, and provide general support as needed.

· Maintain organized digital and physical files for office, financial, and project records.

· Enter and organize project information, expenses, invoices, purchase orders, and

payments in QuickBooks.

· Support accounts payable and accounts receivable, including vendor invoices, client

payments, collections, and check deposits.

· Coordinate with accountants for expense categorization, reconciliations, and sales

tax deadlines.

· Work with project managers to track purchase orders, vendor invoices, deliveries, and

project-related expenses.

· Help coordinate pickups, deliveries, and basic logistics for job sites.

· Assist with weekly time tracking and payroll support for field team members.

· Maintain and update task tracking systems to help keep the team accountable and

organized.

· Communicate with clients, vendors, accountants, project managers, and team

members in a professional and timely manner.

· Follow up on pending items to help ensure office and project tasks are completed

accurately and on time.

Competencies

· Highly organized, reliable, proactive, and detail-oriented.

· Strong attention to detail and ability to work accurately with numbers, invoices,

payments, and project information.

· Excellent follow-up skills and ability to manage multiple tasks at the same time.

· Strong verbal and written communication skills.

· Professional phone etiquette and client-facing communication skills.

· Experience with QuickBooks, Excel, Google Sheets, and general office software

required.

· Basic understanding of bookkeeping, accounts payable, accounts receivable,

purchase orders, and expense tracking required.

· Ability to work independently while keeping leadership informed.

· Ability to maintain confidentiality with financial, payroll, and company information.

· Comfortable working in a fast-paced office environment.

· Previous experience in administration, bookkeeping, office management,

construction, logistics, or project coordination is a plus.

Physical Requirements

· Prolonged periods sitting at a desk and working on a computer.

· Ability to run office-related errands, pickups, or deliveries as needed.

· A vehicle and valid driver license is required.

Base salary is based on experience.

Performance bonus program based on KPI’s.

Job Type: Full-time, Contract

Schedule:

● Monday - Friday

Education:

● Associate’s or Bachelor’s degree preferred.

Experience:

● Administrative Assistant - 3 years preferred.

● QuickBooks: 1 year preferred

● Excel / Google Sheets: 1 year preferred

Languages:

● English required.

● Spanish required.

Work Location: In person

5400 NE 4th Court. Studio 4c-1 Miami, FL 33137