Front Office Administrative Assistant

Front Desk / Office Administrator

Schedule: MondayFriday, 8:00 AM 5:00 PM

Position Overview: We are seeking a dependable, organized, and self-motivated Front Desk / Office Administrator to support a busy construction office. This role is ideal for someone who enjoys keeping things organized, can handle multiple priorities at once, and doesn't require constant supervision. The right person will be comfortable working in a fast-paced construction environment, communicating with project managers and field personnel, and taking ownership of their responsibilities to ensure things get done.

Key Responsibilities:

• Serve as the primary front desk and phone contact for the office
• Provide administrative support to project managers and leadership
• Process accounts payable invoices and maintain billing documentation
• Enter and track invoices using QuickBooks and internal spreadsheets
• Create and maintain job files and monthly billing folders
• Follow up with project managers regarding change orders and required documentation
• Pull permits and coordinate inspections with local municipalities
• Assist with preparation of Operations & Maintenance (O&M) manuals
• Maintain accurate filing systems and office records
• Order office supplies and support daily office operations
• Handle incoming and outgoing mail and general administrative tasks
• Provide professional customer service to clients, vendors, inspectors, and subcontractors

Qualifications:

• Previous administrative, office management, front desk, or project support experience
• Construction industry experience strongly preferred
• Working knowledge of QuickBooks
• Accounts Payable experience preferred
• Strong organizational and multitasking skills
• Excellent phone and communication skills
• Comfortable following up with project managers and field personnel when information is needed
• Ability to work independently and manage priorities with minimal supervision
• Proficient in Microsoft Office (Outlook, Word, Excel)

What They're Looking For:

• Assertive but professional personality
• Strong attention to detail and follow-through
• Comfortable working in a construction environment
• Thick-skinned and able to handle a fast-paced atmosphere
• Someone who takes ownership of their work and gets things done
• Reliable, adaptable, and willing to jump in wherever needed