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.