Administrative Assistant

Job Description

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

What We Offer :