Office Administrator

Job Description

Job Description

Job description:

Position Summary

We are seeking an experienced and highly organized Office Administrator with a strong accounting background to support the day-to-day administrative and financial operations of a construction company.

The ideal candidate will have experience in handling accounting-related responsibilities, maintaining accurate financial records, coordinating office operations, and supporting management and construction personnel. This position requires someone who is detail-oriented, dependable, comfortable working with numbers, and able to manage multiple priorities in a fast-paced construction environment.

Key Responsibilities

• Perform day-to-day bookkeeping and accounting support functions.
• Manage accounts payable and accounts receivable .
• Prepare and process invoices, payments, purchase orders, and expense documentation.
• Assist with payroll preparation, timekeeping, and employee records.
• Perform bank and account reconciliations and maintain accurate financial records.
• Track project expenses, vendor invoices, materials, and job-related costs.
• Maintain organized documentation for construction projects, vendors, subcontractors, and clients.
• Communicate professionally with clients, vendors, subcontractors, and employees.
• Assist management with financial reports, spreadsheets, and administrative documentation.
• Maintain electronic and physical filing systems.
• Coordinate office correspondence, phone calls, emails, scheduling, and general administrative duties.
• Assist with certificates of insurance, contracts, permits, and other construction-related documentation as needed.
• Maintain confidentiality when handling company, employee, and financial information.
• Provide additional administrative and accounting support to management as required.

Required Qualifications

• Strong accounting and/or bookkeeping background is REQUIRED.
• Previous experience with accounts payable, accounts receivable, invoicing, reconciliations, and financial recordkeeping .
• Previous office administration or accounting experience.
• Strong proficiency with Microsoft Excel, Word, email, and general office software.
• Experience with accounting software such as QuickBooks or similar programs preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to work independently and prioritize multiple responsibilities.
• Excellent written and verbal communication skills.
• Professional, dependable, and able to handle confidential information appropriately.
• Construction industry experience is strongly preferred.

Preferred Qualifications

Experience with construction accounting, job costing, purchase orders, vendor/subcontractor documentation, payroll, lien-related paperwork, certificates of insurance, or construction management software is highly desirable.

Ideal Candidate

The ideal candidate is more than a general office administrator. We are looking for someone who is comfortable working with financial information and has substantial hands-on accounting experience while also being capable of keeping a busy construction office organized and running efficiently.

Important: Candidates without accounting or bookkeeping experience may not meet the minimum qualifications for this position.

Experience:

• Construction Company Administrative : 1 year ( Required )
• Bookkeeping: 1 year ( Required )
• Accounting: 2 years ( Required )

Work Location: In person

UBS Staffing, LLC is a professional staffing and recruitment agency located in Ocala, Florida, dedicated to connecting qualified candidates with reputable employers. We provide reliable workforce solutions, including temporary staffing, specialized recruitment, job placement assistance, screening and verification services, resume support, notary services, and bilingual support in English and Spanish. Our mission is to help businesses build stronger teams while creating meaningful employment opportunities for job seekers. At UBS Staffing, we value professionalism, communication, safety, and personalized service, working closely with both clients and candidates to create successful long-term matches.

Company Description

UBS Staffing, LLC is a professional staffing and recruitment agency located in Ocala, Florida, dedicated to connecting qualified candidates with reputable employers. We provide reliable workforce solutions, including temporary staffing, specialized recruitment, job placement assistance, screening and verification services, resume support, notary services, and bilingual support in English and Spanish. Our mission is to help businesses build stronger teams while creating meaningful employment opportunities for job seekers. At UBS Staffing, we value professionalism, communication, safety, and personalized service, working closely with both clients and candidates to create successful long-term matches.