Office Administrator

Job Description

Job Description

Office & Accounting Administrator

Capital Region, NY

Fusco Personnel is currently recruiting for an experienced and detail-oriented Office & Accounting Administrator for a growing trades-based organization in the Capital Region. This is a full-time, direct hire opportunity.

This is a key role supporting daily office operations, service coordination, customer communication, and accounting functions. The ideal candidate will be highly organized, professional, adaptable, and comfortable working in a fast-paced office environment.

Duties and Responsibilities

Front Office & Customer Support

• Answer and route incoming calls professionally and courteously
• Serve as the primary point of contact for customers, vendors, suppliers, and municipalities
• Coordinate and schedule service technicians
• Communicate with field staff regarding job updates, customer requests, and documentation

Office Administration

• File permit applications and assist with municipal follow-up
• Maintain organized digital and physical filing systems
• Order and manage office supplies
• Provide administrative support to leadership and project management teams

Vendor & Purchasing Coordination

• Organize and process vendor invoices
• Communicate with vendors regarding billing discrepancies and documentation needs
• Assist with purchasing coordination and vendor communication as needed

Accounting & Job Costing Support

• Enter vendor costs into project/job-cost spreadsheets
• Generate customer invoices using QuickBooks Online
• Process customer payments and maintain accurate records
• Assist with accounts payable and accounts receivable functions
• Prepare and maintain sales tax documentation and filings
• Follow up professionally on outstanding customer balances

Qualifications and Experience

• Experience within construction, plumbing, HVAC, or related trades industries
• Service dispatching or technician scheduling experience
• Familiarity with job costing or project accounting
• Experience handling New York State sales tax filings
• Notary certification is a plus
• Previous experience in office administration, accounting support, or construction administration
• Strong working knowledge of QuickBooks Online
• Proficiency in Microsoft Excel, including data entry and basic formulas
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and adapt to changing workflows
• Reliable, deadline-driven, and team-oriented

Salary Range

$50,000 – $70,000

Fusco Personnel takes great pride in successfully matching talent and culture for our valued clients. We accomplish this through the hard work and expertise of our exemplary specialty recruiters and staff.

Whether you are contemplating your next career move, or you are seeking the key players to bring your business to the next level – consider contacting our experts.

Fusco Personnel is a NYS Certified Women Business Enterprise (WBE) and an Affirmative Action/Equal Opportunity, Race/Gender/Veterans/Disability Employer