Office Administrator / Bookkeeper

Job Summary

We are seeking an organized and detail-driven Office Administrator / Bookkeeper for a temp-to-hire opportunity in Tampa, FL. This role is ideal for a professional with strong bookkeeping, administrative support, and project documentation experience who enjoys keeping business operations running smoothly.

The Office Administrator / Bookkeeper will support daily financial administration, office operations, construction project documentation, and executive administrative needs. This position offers the opportunity to work closely with company leadership, operations staff, subcontractors, vendors, and project partners in a collaborative environment where accuracy, follow-through, and teamwork are valued.

This is a great fit for someone who enjoys variety, takes ownership of details, and wants to contribute to a stable and well-organized workplace with supportive leadership and opportunities to become a trusted part of the team.

Key Responsibilities

- Maintain accurate financial records in QuickBooks, including daily transaction entry, bank reconciliations, accounts payable, accounts receivable, invoicing, payment tracking, and financial reporting.
- Administer payroll, employee benefits, credit applications, check requests, credit card authorizations, insurance audit records, and related financial documentation.
- Support construction project administration by maintaining contracts, certificates of insurance, contractor licenses, permits, payment applications, closeout documents, packing slips, and job cost reconciliation reports.
- Coordinate office and warehouse operations, including facility maintenance, vendor relationships, equipment servicing, supply purchasing, IT setup, and general administrative support.
- Provide professional support to the President, Operations Manager, and staff, including call handling, email responses, meeting scheduling, remote meeting setup, meeting notes, and file organization.
- Maintain accurate company records, including business licenses, contractor licenses, corporate renewals, insurance documentation, and compliance-related records.

Required Qualifications and Skills

- Manage bookkeeping, accounts payable, accounts receivable, payroll support, reconciliations, and financial reporting.
- Coordinate construction project documentation, subcontractor records, payment applications, permits, insurance records, and closeout materials.
- Support office administration, executive scheduling, vendor coordination, company records, and daily operational needs.
- Maintain organized systems for financial, project, compliance, office, and warehouse documentation.

- 3 to 5 years of relevant office administration, bookkeeping, or administrative support experience.
- Proficiency with QuickBooks, including transaction entry, reconciliations, invoicing, estimates, accounts payable, and accounts receivable.
- Experience supporting payroll, benefits administration, financial reports, and audit documentation.
- Strong Microsoft Office, email, file management, and general business technology skills.
- Ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy.
- Strong written and verbal communication skills with a professional approach to calls, emails, vendors, subcontractors, and internal staff.
- Excellent organization, attention to detail, problem-solving ability, and follow-through.
- Ability to handle confidential financial, employee, and business information with discretion.

Preferred Qualifications

- Experience in construction, contracting, project administration, or a related project-based business environment.
- Familiarity with RedTeam or similar construction project management software.
- Experience maintaining certificates of insurance, contractor licenses, permit registrations, subcontracts, and project closeout documentation.
- Experience coordinating vendors, facility services, warehouse support, and office operations.
- Working knowledge of job cost reporting, payment applications, subcontractor documentation, and construction-related administrative workflows.

Equal Opportunity Employer / Disabled / Protected Veterans

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For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.