About the Position Aqua Line Utility LLC is seeking a dependable and organized Assistant Office Manager to support the daily administrative and accounting operations of our heavy utility construction company. This position works closely with the Office Manager, Project Managers, field personnel, vendors, subcontractors, and company leadership to help keep office operations organized and projects properly documented. The ideal candidate is detail-oriented, comfortable managing multiple priorities, and able to work in a fast-paced construction environment where communication between the office and field is essential. Key Responsibilities Assist the Office Manager with daily office operations and administrative tasks. Answer and direct incoming phone calls and emails. Maintain organized electronic and physical project files. Assist with accounts payable and invoice processing. Match invoices with purchase orders, delivery slips, tickets, and supporting documentation. Enter approved invoices and other financial information into company systems. Assist with vendor and subcontractor documentation. Maintain and update vendor contact information, W-9s, insurance certificates, and related records. Assist with weekly payroll documentation and employee paperwork. Help prepare and organize certified payroll and prevailing-wage documentation when required. Assist with employee onboarding paperwork and personnel records. Track employee licenses, certifications, training, and expiration dates. Assist with purchase orders, requisitions, receipts, credit card documentation, and expense tracking. Organize and maintain job-specific paperwork received from foremen and field crews. Assist with project contracts, subcontracts, change orders, purchase orders, and other construction documentation. Help maintain project correspondence, bid documents, plans, specifications, and closeout files. Coordinate with vendors and subcontractors regarding invoices, paperwork, and missing documentation. Assist with preparing and sending company correspondence, notices, letters, and forms. Maintain office calendars, schedules, and deadlines. Help track registrations, permits, insurance documents, licenses, and recurring company compliance requirements. Order and maintain office supplies. Assist with mail, scanning, filing, copying, and document organization. Support Project Managers and office staff with administrative needs as required. Communicate with foremen and field employees to obtain missing paperwork, slips, time sheets, receipts, and project information. Help maintain accurate records in Excel, Dropbox, QuickBooks, and other company systems. Assist with special projects and general office organization as needed. Qualifications Previous administrative, office management, accounting, or construction office experience preferred. Construction industry experience is strongly preferred but not required for the right candidate. Strong organizational skills and attention to detail. Ability to manage multiple tasks and deadlines. Comfortable communicating with employees, vendors, subcontractors, and customers. Strong written and verbal communication skills. Professional and dependable work ethic. Ability to work independently while also supporting a team. Strong computer skills. Experience with Microsoft Excel, Word, Outlook, and electronic filing systems. Experience with QuickBooks is preferred. Experience with Dropbox, Google Workspace, or similar document-sharing systems is a plus. Ability to learn new software and company processes quickly. Comfortable working with confidential employee and company information. Preferred Experience Experience in any of the following areas is a plus: Construction administration Accounts payable Payroll Certified payroll Prevailing-wage documentation Vendor management Subcontractor paperwork Purchase orders and requisitions Project documentation Contract administration QuickBooks Microsoft Excel Employee onboarding Insurance certificates and W-9 tracking Construction project filing and recordkeeping What We're Looking For We are looking for someone who is organized, dependable, proactive, and willing to take ownership of their responsibilities. This position is a good fit for someone who enjoys keeping things organized, following up on missing information, helping multiple departments, and making sure paperwork and administrative tasks are completed accurately and on time. Because we work in construction, priorities can change quickly. The right person should be comfortable adapting throughout the day and communicating with both office and field employees. Why Work With Aqua Line Utility? Aqua Line Utility values hard work, leadership, respect, teamwork, safety, and a healthy work-life balance. We believe in creating opportunities for employees to grow, learn new responsibilities, and become an important part of the company's day-to-day operations.

Benefits may include:

Competitive pay based on experience 401(k) with company matching Paid time off Opportunities for advancement Training and professional development Supportive team environment Company investment in applicable certifications and continuing education Stable, full-time employment within the construction industry Apply If you are organized, detail-oriented, dependable, and interested in becoming part of a growing construction company, we encourage you to apply. Please submit your resume highlighting any relevant office, accounting, administrative, or construction experience. Aqua Line Utility LLC is an Equal Opportunity Employer.

Pay:

$20.00 - $30.00 per hour Expected hours: 20.0 - 40.0 per week

Benefits:

401(k)

Location:

Weymouth, MA 02189 (Preferred) Ability to

Commute:

Weymouth, MA 02189 (Required)

Work Location:

In person