Administrative Assistant

Administrative Assistant - HR & Accounting Support (Glazing Subcontractor / Construction Office Environment) Position Summary The Administrative Assistant is responsible for supporting daily office operations with a primary focus on employee onboarding, HR administration, insurance coordination, and accounting support. This role helps ensure the company operates efficiently, stays organized, and maintains accurate employee and financial records. The ideal candidate is detail-oriented, professional, organized, trustworthy, and able to manage multiple responsibilities in a fast-paced construction environment. Human Resources & Employee Onboarding

• Coordinate all new hire onboarding paperwork and processes
• Prepare employee files and maintain accurate personnel records
• Verify completion of employment documents
• Schedule and track drug testing, safety training, orientation, and certifications
• Assist with employee benefit enrollment and insurance paperwork
• Maintain confidentiality of employee information
• Track PTO requests, attendance records, and employee documentation
• Assist management with employee communications and HR support tasks Insurance Administration
• Manage certificates of insurance (COIs)
• Communicate with insurance providers and brokers
• Assist with workers compensation documentation and claims
• Track subcontractor insurance compliance
• Maintain updated insurance records for employees, vendors, and projects
• Assist with vehicle insurance documentation and renewals Accounting Support
• Assist with accounts payable and accounts receivable
• Enter invoices, receipts, and purchase orders into accounting software
• Process vendor payments and maintain organized records
• Assist with payroll preparation and timecard collection
• Reconcile receipts and credit card statements
• Maintain job costing and filing systems
• Support monthly financial reporting preparation
• Coordinate with management and CPA/bookkeeper as needed Administrative & Office Support
• Answer phones and direct calls professionally
• Manage office supplies and purchasing
• Organize digital and physical filing systems
• Assist project managers with administrative tasks
• Coordinate deliveries, mail, and office scheduling
• Maintain organized records for projects and employees
• Support company communication and team coordination Performance Expectations / KPIs
• New hire paperwork completed accurately before start date
• Employee files maintained and audit-ready
• Zero missed onboarding requirements
• COIs processed within required deadlines
• Vendor invoices entered accurately and on time
• Payroll support completed without delays
• Office remains fully stocked and organized
• High level of professionalism and confidentiality maintained Required Skills & Qualifications
• Administrative office experience preferred
• HR and accounting experience strongly preferred
• Construction industry experience preferred
• Strong organizational and multitasking skills
• Proficient with Microsoft Office, Excel, email communication, and accounting software
• Strong written and verbal communication skills
• Ability to handle confidential information professionally
• Detail-oriented and dependable Accountability
• Accuracy of employee records
• Timeliness of onboarding processes
• Organization of office operations
• Proper handling of HR and accounting documentation
• Maintaining professionalism and confidentiality
• Supporting overall company efficiency and communication

Pay:

$20.00 - $25.00 per hour

Benefits:

Dental insurance Health insurance Professional development assistance Vision insurance

Work Location:

In person