Job Openings
Administrative Assistant
About the job Administrative Assistant
We are seeking a highly organized and self-motivated Administrative Assistant with 3-5 years of experience in the construction industry. The ideal candidate will be able to work independently, multitask effectively, and provide essential administrative support to ensure smooth office operations.
Key Responsibilities:
Customer & Order Management:
- Serve as the first point of contact for customers via phone and in-person interactions.
- Process incoming customer orders and track shipments as needed.
- Ensure all outgoing orders are accurately processed.
- Verify and receive all deliveries before signing off on shipments.
Administrative & Clerical Support:
- Provide clerical assistance to estimators as required.
- Handle incoming and outgoing mail, including online postage and overnight packages.
- Maintain and organize both hard copy and electronic filing systems.
- Order office supplies and ensure all office equipment is functioning properly.
Contract & Documentation Management:
- Possess a general understanding of contracts, including insurance certificates, W-9 forms, lien waivers, and AIA documents.
Bookkeeping & Financial Tasks:
- Manage Accounts Payable (A/P) and Accounts Receivable (A/R).
- Perform bank reconciliations, sales and use tax reporting, and maintain the General Ledger.
- Assist with collections when necessary.
Technical Skills & Office Equipment:
- Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat is required.
- Ability to operate phone systems, calculators, fax machines, scanners, and credit card machines.
- Experience with remote deposit machines is a plus but not required.
Other Duties:
- Perform additional administrative tasks as assigned to support office efficiency.
Qualifications:
- 3-5 years of administrative experience in the construction industry.
- Ability to work independently and manage multiple tasks efficiently.
- Strong attention to detail and organizational skills.
- Excellent communication and customer service abilities.
- Prior experience with bookkeeping and financial tasks.