Administrative Office Assistant

Benefits:

401(k) 401(k) matching Competitive salary Health insurance Paid time off Position Summary We are seeking a highly organized, professional, and motivated Administrative Office Assistant to support the daily operations of our busy construction company. The ideal candidate is a self-starter with strong business acumen, excellent communication skills, and the ability to thrive in a fast-paced environment. This role requires someone who is dependable, detail-oriented, and able to manage multiple priorities while maintaining a positive, can-do attitude. Duties & Responsibilities Manage calendars, schedule appointments, and coordinate meetings for company management. Maintain electronic filing systems and ensure accurate organization of company records and project documentation. Perform data entry and maintain accurate records in company software systems. Enter and process invoices in Accounts Payable systems. Assist with expense management, including collecting and organizing receipts. Order office supplies, equipment, and jobsite materials as needed. Coordinate company events, meetings, training sessions, and special projects. Complete and process various administrative forms and documents. Answer, screen, and professionally direct incoming phone calls. Meet, greet, and assist visitors, clients, vendors, and subcontractors in a professional manner. Set up and prepare conference rooms for meetings and company functions. Ensure the office is clean, organized, and presentable at all times. Manage janitorial schedules and oversee office cleaning services. Serve as primary liaison with vendors, service providers, and building management. Coordinate building maintenance requests and communicate with landlord regarding facility issues. Manage and program office phone systems as needed. Track company vehicle logs and maintain related records. Maintain subcontractor compliance documentation, including Certificates of Insurance (COIs), W-9s, business licenses, lien releases, and subcontractor information packets. Assist with payroll and HR-related administrative tasks as needed. Perform general administrative duties and special projects as assigned. Qualifications Minimum of 3 years of prior experience in an office or administrative support role (construction industry experience preferred). High school diploma or equivalent required; additional education or training is a plus. Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment. Excellent verbal and written communication skills. Strong attention to detail and high level of accuracy. Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Gmail, Docs, Sheets, Calendar). Experience with calendar management and scheduling. Familiarity with accounts payable processes and invoice entry preferred. Ability to maintain confidentiality and handle sensitive information professionally. Key Attributes Self-starter with the ability to work independently and take initiative. Highly motivated with a strong work ethic and willingness to learn. Team player with a collaborative mindset. Professional demeanor with strong interpersonal skills. Positive, can-do attitude and strong customer service approach. Ability to multitask and stay organized in a high-demand environment. Strong business acumen and problem-solving skills.