Assistant Office Manager

Job Description

Job Description

Office Manager Assistant

Job Summary

The Office Manager Assistant typically works in an office setting, collaborating with various departments to ensure that construction projects are executed efficiently, with proper administrative support and financial oversight. This role requires a combination of organizational, technical, and interpersonal skills to maintain project schedules, budgets, and compliance while supporting both staff and management.

General Accountabilities

Operational Support: Assist the Office Manager in daily operations, ensuring office runs smoothly and efficiently. 

Administrative Tasks: Manage office supplies inventory, equipment, and vendor relationships. Handle correspondences and maintain filing systems to ensure organization and accessibility of records.

Event Coordination: Organize company meeting and office events, including scheduling, room preparation, and material coordination.

Financial Administration : Process vendor invoices, client billings, track office expenditures, issue/closeout PO's, scan/file receipts and assist in preparing documents required by accountant. Manages payroll, certified payroll, and ensures compliance with union or regulatory requirements.

Human Resource Support: Help with the onboarding process for new employees and maintain confidential personnel files.

Facility Management: Help maintain office cleanliness by performing light housekeeping duties. Coordinate with Office Manager and external vendors to schedule maintenance and resolve operational issues.

Communication & Liaison: Serves as the primary contact between office staff, field teams, clients and vendors. Coordinates meetings and manages correspondence.

Job Qualifications

Education:

Bachelor's or associate degree in business, administration, management, accounting
2+ years of experience in administrative, office coordination, or managerial position
Additional coursework or certifications in office administration, bookkeeping, or customer service is a plus but not mandatory.

Organization & Time Management:

Ability to prioritize tasks, meet deadlines, and maintain order in a fast-paced environment.

Problem-Solving:

Identify issues, analyze root causes, and implement effective solutions

Customer Service:

Provide professional, courteous support to internal staff and external contacts

Communication:

Clear written and verbal communication for reports, emails, and meetings

Attention to Detail:

Ensure accuracy in records, invoices, and scheduling

Skills

• QuickBooks Online software a plus
• Basic accounting principles (invoices, budgets, accounts payable/receivable)
• RUN powered by ADP a plus if not training will be provided
• Proficiency in MS Office (Word, Excel, Outlook) and other office software