Administrative Assistant

BD Construction, Inc./Kearney is looking for an Administrative Assistant who brings warmth, reliability, and a knack for keeping things running smoothly. This is a role that touches nearly every corner of our Kearney headquarters from greeting visitors and answering phones to supporting accounting, onboarding new hires, and keeping our team organized behind the scenes.

If you thrive in a role where no two days look exactly alike and you genuinely enjoy being the person people turn to, this is the position for you.

Abilities

A successful candidate in this role is someone who has accounting skills, HR Skillsgood communication skills with a positive attitude, enjoys making a contribution, can be trusted with confidential information and works well in a team environment. Must be organized, detail oriented, meet strict deadlines and be accountable.

Office Manager/Accounts Payable Job Duties

Front Desk & Office Operations

Serve as the first point of contact for all incoming calls, visitors, and deliveries screening and routing them appropriately

Receive, sort, and distribute incoming mail and packages; make post office runs as needed

Maintain a welcoming and professional lobby, conference rooms, and common areas

Monitor and replenish office and printer supplies; coordinate with vendors for equipment service

Maintain building key log and coordinate exercise room access forms

HR & Onboarding Support

Coordinate the new hire onboarding process, including assembling and distributing new hire packets (I-9, W-4, direct deposit, handbook, safety materials, and more)

Complete E-Verify and Nebraska New Hire Reporting for all new employees

Assist with insurance enrollment for new hires, track 30-day deadlines

Process employee termination insurance forms and coordinate with carriers

Conduct annual driver history checks

Screen incoming job applications and route to the appropriate manager; coordinate interview scheduling

Help maintain employee contact lists and emergency contact records

Accounting & Compliance Assistance

Print, review, and distribute weekly timesheets and prepare for payroll processor and accounting

Stuff and distribute bi-weekly paychecks and assist with AP check processing when needed

Receive and process incoming checks: notify appropriate staff, copy check and deposit slip, prepare for bank deposit

Scan and index Lien Waivers, Certificates of Insurance (COIs), and W-9s into P-Vault; update records in Sage (Accounts Payable and Subcontractor Compliance)

Review insurance invoices for accuracy; prepare copies for the accounting team

Maintain and update annual folders for credit card statements and vendor files

Project & Team Support

Set up new job labels and filing for project managers; pull and box completed job files

Scan and index project closeout documents; coordinate mailing and return filing

Coordinate UPS shipments

Reserve meeting space and coordinate lunch orders for meetings

Assist the marketing team and other staff members with special projects as requested

Maintain and update company forms and inventory control documents

Ensure OSHA 300 log is current and OSHA posters are posted and up to date annually

Office Manager/Accounts Payable Skills and Qualifications

Prior experience in a receptionist, administrative assistant, or office coordinator role

Some HR exposure experience with onboarding paperwork, I-9s, new hire processes, or benefits enrollment is a strong plus

A calm, professional presence on the phone and in person; youre comfortable being the face of the company

Highly organized, with the ability to manage competing priorities and shift gears without losing track of the details

Discretion and good judgment when handling confidential employee or financial information

Proficiency in Microsoft Office Suite; comfort learning internal systems such as Sage and P-Vault

A team-first mindset youre someone who notices what needs to be done and does it

Experience and Education

• Experience in office management, human resources and/or accounts payable.