Administrative Assistant for General Contractor

Our client, a local-reputable general contracting firm specializing in local remodeling projects for residential and office properties, is seeking an organized and detail-oriented Administrative Assistant to join their team and support daily office and project operations. Construction experience a plus!

They take pride in delivering quality workmanship and maintaining strong relationships with clients, subcontractors, and vendors.

Position Summary:

The Administrative Assistant provides administrative and clerical support to the management and staff. This position requires proficiency in Microsoft Excel for all proposals, invoices and change orders. Basic knowledge of QuickBooks for bookkeeping and financial recordkeeping. The ideal candidate is detail-oriented, organized, and able to manage multiple tasks in a fast-paced construction environment. Candidate must be comfortable with written and verbal communications to staff, clients, vendors and subcontractors.

Key Responsibilities:

• Manage and organize office operations, including filing systems, supplies, and correspondence.

• Handle incoming calls, emails, and inquiries; communicate all email and call inquiries with owner. Maintain a calendar for all bill payments, appointments, client meetings, etc. Excellent follow through skills are required.

• Schedule and coordinate meetings, appointments, and travel arrangements.

• Take written notes and prepare proposals, invoices and change orders per project and maintain the job file.

Administrative Support

• Provide general administrative and clerical support to management and project staff.

• Prepare correspondence, contracts, proposals, and project documentation.

• Maintain organized digital and physical filing systems for project and office records.

• Schedule and coordinate meetings, calls, and appointments.

Accounting & Bookkeeping (QuickBooks)

• Process vendor invoices, purchase orders, and expense reports.

• Record and reconcile accounts payable and accounts receivable in QuickBooks.

• Prepare and track subcontractor payments, lien waivers, and W-9s.

• Assist with payroll processing and job cost tracking.

Project Support

• Communicate with subcontractors, suppliers, and clients regarding project documentation and scheduling.

• Track insurance certificates, licenses, and compliance documents.

Qualifications:

• Experience: Minimum 4-5 years of administrative experience, preferably in construction or a related industry.

• Technical Skills:

  • Proficiency in Microsoft Excel (formulas, formatting, data tracking).

  • Proficiency in QuickBooks (accounts payable/receivable, entering of all expenses for business, such as written checks, automatic payments, etc.

  • Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

  • Ability to learn new programs, and complete online based payroll bi-weekly. Training will be provided for this task.

• Other Skills:

  • Excellent organizational and time-management abilities.

  • Strong written and verbal communication skills. Must have excellent use of the English language.

  • Attention to detail and ability to multitask effectively.

  • Knowledge of basic construction terminology is a plus.

Work Schedule & Environment:

• Part time – to full time, as needed, Monday–Friday. Very flexible hours.

• Office-based role with occasional site visits or meetings.

Pay = $18-20/hr