Administrative Office Assistant

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Competitive salary
• Health insurance
• Paid time off

Position Summary
We are seeking a highly organized, professional, and motivated Administrative Office Assistant to support the daily operations of our busy construction company. The ideal candidate is a self-starter with strong business acumen, excellent communication skills, and the ability to thrive in a fast-paced environment. This role requires someone who is dependable, detail-oriented, and able to manage multiple priorities while maintaining a positive, can-do attitude.

Duties & Responsibilities

• Manage calendars, schedule appointments, and coordinate meetings for company management.
• Maintain electronic filing systems and ensure accurate organization of company records and project documentation.
• Perform data entry and maintain accurate records in company software systems.
• Enter and process invoices in Accounts Payable systems.
• Assist with expense management, including collecting and organizing receipts.
• Order office supplies, equipment, and jobsite materials as needed.
• Coordinate company events, meetings, training sessions, and special projects.
• Complete and process various administrative forms and documents.
• Answer, screen, and professionally direct incoming phone calls.
• Meet, greet, and assist visitors, clients, vendors, and subcontractors in a professional manner.
• Set up and prepare conference rooms for meetings and company functions.
• Ensure the office is clean, organized, and presentable at all times.
• Manage janitorial schedules and oversee office cleaning services.
• Serve as primary liaison with vendors, service providers, and building management.
• Coordinate building maintenance requests and communicate with landlord regarding facility issues.
• Manage and program office phone systems as needed.
• Track company vehicle logs and maintain related records.
• Maintain subcontractor compliance documentation, including Certificates of Insurance (COIs), W-9s, business licenses, lien releases, and subcontractor information packets.
• Assist with payroll and HR-related administrative tasks as needed.
• Perform general administrative duties and special projects as assigned.

Qualifications

• Minimum of 3 years of prior experience in an office or administrative support role (construction industry experience preferred).
• High school diploma or equivalent required; additional education or training is a plus.
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong attention to detail and high level of accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Gmail, Docs, Sheets, Calendar).
• Experience with calendar management and scheduling.
• Familiarity with accounts payable processes and invoice entry preferred.
• Ability to maintain confidentiality and handle sensitive information professionally.

Key Attributes

• Self-starter with the ability to work independently and take initiative.
• Highly motivated with a strong work ethic and willingness to learn.
• Team player with a collaborative mindset.
• Professional demeanor with strong interpersonal skills.
• Positive, can-do attitude and strong customer service approach.
• Ability to multitask and stay organized in a high-demand environment.
• Strong business acumen and problem-solving skills.