JOB DESCRIPTION:

As an Office Administrator, you will play a critical role in managing the day-to-day office operations. This is a hands-on role that involves performing administrative duties, handling financial tasks, and supporting our project management team. Your responsibilities will include, but are not limited to:

QUALIFICATIONS:

• High school diploma or equivalent required; associate’s or bachelor’s degree in business or related field preferred.
• Proven experience in office administration or related roles.
• Strong understanding of basic accounting principles and office management practices.
• Proficiency with Microsoft Office Suite (Excel, Word, etc.) and experience with office software.
• Knowledge of accounting software (QuickBooks, or similar) is a plus.
• Excellent organizational, communication, and time management skills.
• Ability to handle sensitive and confidential information.
• Strong attention to detail and accuracy.
• Ability to work independently and take initiative.
• Previous experience in the construction industry is a plus but not required.

• Accounts Payable & Receivable:
• Cut checks for payments and mail them to vendors, subcontractors, and suppliers.
• Send out invoices for completed projects in a timely manner.
• Track and record incoming payments and make sure they are applied correctly.
• Billing & Invoicing:
• Prepare and send invoices to clients for completed construction projects.
• Follow up on overdue invoices and assist with collections when necessary.
• General Office Management:
• Answer incoming calls and direct them to the appropriate department or person.
• Manage office supplies, including ordering and maintaining inventory.
• Organize and maintain physical and digital records for ease of access.
• Vendor & Supplier Relations:
• Order materials and supplies as needed for ongoing projects.
• Maintain positive relationships with vendors, suppliers, and subcontractors.
• General Administrative Support:
• Assist with administrative tasks as needed (e.g., filing, scheduling, email correspondence).
• Assist project managers with documentation or other office-related tasks.