Full job description

Job Title: Administrative Assistant

We are seeking a detail-oriented and highly organized Administrative Assistant with experience in the construction industry and proficiency in QuickBooks. This role supports daily office operations, project coordination, and financial administration to ensure smooth workflow between field teams, vendors, contractors, and management.

Key Responsibilities:

Administrative Support

• Provide general office support including scheduling, correspondence, filing, and document management
• Maintain organized records for contracts, permits, licenses, insurance certificates, and compliance documentation
• Serve as point of contact for clients, subcontractors, and suppliers

Construction Administration

• Assist with preparation and tracking of bids, proposals, and project documentation
• Manage contractor agreements/contracts.
• Support project managers with change orders, RFIs, and purchase orders
• Maintain job files and ensure accurate documentation of project progress

Accounting & QuickBooks Duties

• Process accounts payable and accounts receivable
• Prepare and send invoices and track payments
• Reconcile bank and credit card statements
• Generate financial reports using QuickBooks