Construction Office Assistant

Job Description

Job Description

Construction Assistant – Support Office Operations & Commercial Construction Projects

Job Overview

• Company: Med-Tek Contracting, Inc.
• Salary/Pay Rate: $27 - $34 per hour
• Location: Fleetwood, NY 10552
• Job/Employment Type: Full Time
• Project Scope: Commercial, Industrial, Retail, Healthcare, and Institutional Construction
• Mandatory Licenses & Certifications: None Required

The Opportunity

You will play a vital role in keeping both office administration and on-site construction operations running seamlessly. In this versatile position, you will blend administrative expertise with project support to ensure financial accuracy, clear communication, and efficient file management. Joining Med-Tek Contracting means contributing directly to high-profile commercial projects while growing your administrative career.

How You Will Make an Impact

• Manage daily bookkeeping tasks in QuickBooks, including processing project expenses, T&M invoices, and AP/AR functions.
• Process weekly payroll through ADP Total Source and verify employee work hours utilizing T-Sheets.
• Maintain clear communication with project managers, subcontractors, field teams, and material suppliers.
• Request, verify, and systematically track Certificates of Insurance (COIs) to ensure vendor compliance.
• Organize and maintain comprehensive digital and physical project documentation and fleet records.
• Manage front desk responsibilities by greeting visitors, handling phone inquiries, and routing communications.
• Draft, proofread, and format project spreadsheets, reports, and administrative documents using Microsoft Suite.

Required Qualifications & Experience

• Demonstrated proficiency and mandatory working knowledge of QuickBooks software.
• Strong proficiency in Microsoft Office Suite applications, particularly Word and Excel.
• Prior professional experience in front desk, receptionist, or administrative support roles.
• Proven data entry skills with high attention to detail, accuracy, and strong proofreading ability.
• Excellent organizational capabilities with the ability to manage multiple office tasks concurrently.

Preferred Qualifications & Experience

• Previous administrative experience within commercial construction or healthcare construction environments.
• Hands-on familiarity with AIA billing procedures and standard construction payment applications.
• Prior experience managing vendor Certificates of Insurance and fleet tracking systems.

Compensation & Benefits

• Competitive salary based on relevant industry experience.
• Comprehensive Medical, Dental, and Vision Insurance options.
• 401(k) retirement savings plan with employer matching.
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options.
• Life Insurance coverage options.
• Paid Time Off (PTO) including vacation, holidays, and sick leave.

About Us

Established in 2008, Med-Tek Contracting, Inc. is a leading General Contractor specializing in high-end, high-quality construction for commercial and institutional clients. Operating across retail, healthcare, education, and commercial sectors, our foundation rests on core values of safety, integrity, personal client attention, and dependability. We pride ourselves on creating tailored scopes of service and building lasting relationships through constructed excellence. 

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Med-Tek Contracting, Inc. is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender expression, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or any other status protected by law or regulations. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.