Office and Operations Administrator

WHO WE ARE

We're a family-owned concrete contractor with 30+ years in the business, and we're looking for a sharp, self-directed administrator to keep our operations running smoothly, starting immediately.

ROLE SUMMARY

We are looking for a highly organized and dependable Office & Operations Administrator to join our team immediately. This is a critical, wide-ranging role that keeps the business running smoothly behind the scenes. You will report directly to the owner and be the go-to person for bookkeeping, client and vendor relations, HR administration, compliance, and more. The right candidate thrives in a small business environment, takes ownership of their responsibilities, and brings both accuracy and initiative to everything they do.

KEY RESPONSIBILITIES

Bookkeeping & Finance Manage full-cycle bookkeeping in QuickBooks Online (QBO), including transaction categorization, validation, accounts payable/receivable, and account reconciliation Track recurring expenses and generate monthly statement balances Ensure all vendor bills are accurately invoiced, categorized to the correct project, and paid on time Monitor project spend to ensure work stays within budget Client & Vendor Management Build and maintain strong relationships with clients, responding to inquiries promptly and professionally Conduct outreach to prospective clients and support business development efforts Prepare project estimates, manage contracts, create invoices, and track client payments Manage vendor and service provider relationships, including lease contacts; negotiate pricing and contracts Maintain up-to-date vendor documentation including Certificates of Insurance (COIs) and W-9s Human Resources & Payroll Process weekly payroll for a team of ~10 employees Administer employee benefits including health/dental insurance, SIMPLE IRA with employer matching, and direct deposit enrollment Support talent acquisition and onboarding of new hires Conduct annual review and renewal of health, dental, and retirement plan options Compliance & Insurance Maintain contractor registrations and ensure compliance with applicable township requirements Ensure company vehicle fleet remains compliant with PennDOT and IRS requirements Perform annual insurance audits for Commercial Package and Workers Compensation policies Review annual policy renewals to verify accuracy and minimize premium costs Systems & Process Serve as the primary administrator of QuickBooks Online, maintaining organized cost and revenue tracking by project and client Build and maintain Excel spreadsheets for budget tracking, reporting, and data management; intermediate proficiency required (pivot tables, VLOOKUP/XLOOKUP, SUMIF) Develop and maintain SOPs for key daily and recurring administrative activities Identify opportunities to improve operational efficiency and documentation practices

REQUIREMENTS

Proven experience in bookkeeping, office management, or a similar operations role Proficiency in QuickBooks Online (QBO) — this is a firm requirement Strong organizational skills with the ability to manage multiple responsibilities simultaneously Excellent attention to detail and commitment to accuracy Comfortable working independently and reporting directly to a business owner Intermediate proficiency in Microsoft Excel — including pivot tables, VLOOKUP/XLOOKUP, and SUMIF; this is a firm requirement Proficient in Microsoft Office broadly (Word) Preferred (Nice to Have) Experience with ADP Run for payroll processing Background in the construction, trades, or field services industry Familiarity with contractor compliance requirements, insurance audits, or PennDOT fleet regulations Part-time, on-site in Horsham, PA. Flexible scheduling within a consistent weekly 20 hour commitment.

Pay:

From $28.00 per hour

Benefits:

401(k) 401(k) matching Flexible schedule

Work Location:

In person