Administrative / Office Assistant

Job Description

Job Description

Administrative / Office Assistant

Dynamic, rapidly growing and well-respected construction contractor has an opportunity for an Administrative / Office Assistant. The Administrative Assistant plays an important role in keeping daily administrative workflows moving and helps ensure that records, documents, filings, and support tasks are completed accurately and on time.

This position handles a wide range of administrative tasks; including basic bookkeeping, maintaining physical and electronic filing systems, preparing and tracking paperwork related to registrations, renewals, vehicle tags and titles, vendor documentation, and other required administrative filings.

The Administrative Assistant also provides clerical and coordination support for purchase orders and other transactional paperwork as directed. If you have experience as an administrative office assistant, verifiable experience with QuickBooks Online and ability to be on site in an office setting you may qualify for this position. 

Flexible Schedule

Responsibilities:

·         Maintain organized physical and electronic filing systems for financial, administrative, vendor, registration, and other Company records.

·         Retrieve records, supporting documents, invoices, and historical paperwork promptly in response to Finance Manager or operational needs.

·         Prepare, submit, track, and maintain paperwork related to vehicle tags, titles, registrations, renewals, and similar administrative filings.

·         Monitor deadlines associated with registrations, renewals, vendor agreements, and administrative documentation to avoid lapses and penalties.

·         Support the Finance Manager with accounts payable and accounts receivable tasks, including organizing invoices, matching documentation, and preparing payment support packages.

·         Support the Finance Manager with payroll preparation, including gathering time records, organizing documentation, and verifying information accuracy before submission.

·         Process and track purchase orders and purchasing documentation in coordination with purchasing agents and fulfillment staff.

·         Maintain vendor files and records, including contact information, documentation, insurance certificates, and related correspondence.

·         Assist with office vendor coordination, including scheduling services, tracking agreements, and maintaining related documentation.

·         Prepare and send routine business correspondence, letters, and emails as directed by the Finance Manager or Branch Manager.

·         Receive, sort, distribute, and process incoming mail and administrative paperwork.

·         Assist with the coordination of administrative paperwork for new hires, including personnel file organization, onboarding documentation, and benefit enrollment support as directed.

·         Assist purchasing agents and fulfillment staff with administrative documentation, order tracking, and related clerical support as directed.

·         Help maintain an organized, clean, and professional office environment.

·         Perform other administrative tasks and duties as directed by the Finance Manager or other authorized supervisors.

Qualifications

·         High School Diploma or GED.

·         Associate degree or coursework in business administration, office administration, accounting support, or a related field is preferred.

·         Valid driver’s license.

·         Certification or training in office administration, business software, bookkeeping support, or records management.

·         Minimum of One to Two (1–2)  years of experience in an office administration, clerical, administrative assistant, or business support role.

·         Experience with office administration practices, business filing systems, and general clerical procedures.

·         Working knowledge of document control, record retention, and record retrieval practices.

·         Familiarity with administrative paperwork related to vehicle tags, titles, registrations, renewals, and similar filings.

·         Familiarity with purchase order documentation, fulfillment paperwork, vendor records, and related transactional support.

·         Familiarity with accounts payable and accounts receivable support functions.

·         Demonstrated proficiency using Microsoft Office tools, especially Word, and Outlook.

·         Verifiable experience with QuickBooks Online Software.

·         Experience maintaining accurate and organized physical and electronic filing systems and retrieve documents promptly when needed.

·         Ability to manage multiple tasks, recurring deadlines, renewals, and administrative priorities with accuracy and follow-through.

·         Identify documentation gaps, missing information, deadline risks, or filing errors and take appropriate corrective action.

·         Ability to communicate effectively and professionally with staff members, vendors, and outside agencies.

·         Maintain confidentiality regarding financial, employee, vendor, and Company information.

·         Ability to follow instructions, work independently on assigned tasks, and keep supervisors informed of status and progress.

·         Strong attention to detail and commitment to accuracy in all paperwork, data entry, and filing activities.

We are a growing, entrepreneurial organization and small enough so that you will be recognized for the contributions you make. Our reputation is built on quality, personalized service, and attention to detail.

Our company is an equal opportunity employer with a drug free work place. In addition, to a fun, fair and honest environment, we offer competitive compensation. If you consider yourself one of the best Administrative/ Office Assistants in the area, please submit your resume.

Great company to work with.

Company Description

Great company to work with.