Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily office operations for a construction and contractor-focused organization . This opportunity is well suited for someone who enjoys keeping administrative processes organized, creating a welcoming front-office experience, and handling a steady flow of communication and records. The ideal candidate brings strong coordination skills, accuracy in data handling, and a thorough approach to supporting both internal teams and external contacts.

This role will serve as the first point of contact for visitors while also providing administrative and accounts payable support to help ensure smooth day-to-day office operations.

Key Responsibilities:

• Greet visitors and maintain a professional, welcoming front desk presence
• Answer and direct incoming calls
• Receive, sort, and distribute mail and other office correspondence
• Monitor and manage the AP inbox, forwarding and responding to emails as appropriate
• Enter invoices accurately into the system
• Scan invoices and route them to the correct individuals for review and processing
• Assist with statement inquiries and provide support when questions arise regarding account activity
• Match payments to statements and invoices to maintain accurate records
• Prepare and send out checks in a timely manner
• Maintain organized files, scanned records, and documentation
• Support general office and administrative functions as needed

• Prior experience in an administrative assistant, receptionist, or general office support role.
• Comfortable handling inbound phone calls and communicating professionally with customers, vendors, and internal staff.
• Strong data entry skills with careful attention to accuracy and detail.
• Working knowledge of general administrative office procedures and document management practices.
• Experience supporting accounts payable activities, including invoice entry, is preferred.
• Ability to manage multiple tasks, stay organized, and meet deadlines in a fast-paced environment.
• Proficiency with standard office software and basic computer systems used for administrative work.