Office Assistant

Job Type: Full-time Administrative Support & Responsibilities: Assist in managing and organizing office files, documents, and records. Handle incoming and outgoing correspondence, including emails and phone calls. Responded to all the emails and maintained communication with our clients, and ensured their satisfaction. Schedule appointments and meetings, maintaining calendars for team members. Prepare and edit documents, reports, and presentations as needed. Ordering material Scheduling inspection, pull permit Assist the PM on the upcoming emails, demands, and coordination. Awarding documentation, for example, executed contract, COI, W9, etc. Closeout documentation, for example, a warranty letter and any other needed. Supporting our accounting by including the job expenses on QuickBooks Data Entry and Record Keeping Make an invoice on the QB when necessary and keep a record on the Excel sheets. Keep the Excel sheet controlled on update; for example, inspection sheets, awarded controlling report sheets, Keep office expenses paid on time. Communication: Serve as a point of contact between employees, clients, and vendors. Communicate effectively both verbally and in writing. Assist in drafting and proofreading official communications. Data Entry and Record Keeping: Accurately enter data into relevant databases and maintain up-to-date records. Assist in tracking project milestones, deadlines, and deliverables. Support to Project Teams: Collaborate with project teams to ensure efficient documentation flow. Assist in preparing project-related documents and reports. Required (must-have): High school diploma or GED (Associate's degree in business administration a plus, not required) 1-3 years of office administration/administrative assistant experience Working proficiency in QuickBooks (data entry, invoicing) — this is a big one since it's called out multiple times in the JD Proficiency in Microsoft Office/Google Workspace (Word, Outlook, calendar management) Professional written and verbal communication skills in English Valid driver's license (if any errands, permit runs, or site-adjacent tasks are expected) Legal authorization to work in the U.S. Strongly preferred: Experience in construction, electrical, or trade services industry — familiarity with terms like permits, inspections, COI (certificate of insurance), subcontractor documentation will shorten ramp-up time significantly Experience handling AP/AR-adjacent tasks or working alongside an accounting team/bookkeeper Experience with permit portals or municipal inspection scheduling (Fairfax County, Arlington, DC, Montgomery County systems vary) Soft skills to screen for: Organizational skills/ability to juggle multiple trackers and deadlines without dropping balls Discretion with confidential/financial information Comfortable being a "hub" — fielding calls from clients, vendors, and field staff simultaneously #J-18808-Ljbffr