Office Administrator Assistant

Popularis Construction Inc.

Office Administrator Assistant Reports to:

Office manager/

Owner Salary:

$22

• $28hr, Based on experience

Building Forward Mission:

Operate with disciplined organization, clear communication, and relentless follow-through to eliminate friction, maintain financial clarity, and consistently move the business forward.

SUMMARY:

To coordinate and schedule new leads, billing and invoicing, and customer care.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following.

Other duties may be assigned:

Manage inbound and outbound calls. Log conversations and transfer tasks effectively. Coordinate scheduling of meetings/conference calls and arrange location/call details Strong verbal and written communication skills

• Confident and Articulate Facilitate invoice billing: internal invoices, including updates to: Accounts Payable
• Work with PM to maintain accurate records. Schedule payments for vendor/subcontractor bills. Schedule payments for overhead related costs. Ensure all invoices are processed and paid on time. Accounts Receivable
• track outstanding invoices. Coordinate with clients on payment status. Ensure all collections are documented and up to date Ability to prioritize projects and manage multiple projects at a time Extreme organizational skills. With many different scopes and tasks, you will need to have the ability to prioritize tasks and scopes of work to ensure on time completion of all expectations. Payroll
• Audit and execute payroll on a biweekly basis.

Response time to internal requests within 24 hours

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. EDUCATION and/or

EXPERIENCE

A minimum of 3-5 years of experience is preferred in construction admin or a related admin field

REQUIRED SKILLS

Highly organized: no lost files, no confusion Self-motivated and great people skills

Accountable:

tasks are owned and completed

Detail-oriented:

Clear focus on the details will eliminate errors that create risk and slow down

Proactive:

solves problems before being asked Clear communicator: direct, concise, no ambiguity System thinker: builds repeatable processes. Our ability to scale is leveraged on our ability to execute predictable results. It is important to constantly improve and simplify SOP's and day-to-day tasks Knowledge of the construction industry is desired Financial organization Ability to use Google Suite, Google Calendar, JobTread, and Microsoft Suite, Slack, Chat GPT, Claude Superior oral and written communication, including proficiency in both technical and business writing, is required. Dedicated to maintaining a forward momentum in the business

WORK ENVIRONMENT

This is an in-person position at our office in

Medway, Massachusetts Disclaimer:

This job profile identifies the general duties and minimum level of skills required to perform this job. It is not intended to represent a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned. The employee can be responsible for all other duties as assigned by the supervisor. Employment at Popularis Construction, Inc. is on an at-will basis. This means that the employer or employee may terminate employment at any time, for any reason or no reason and with or without prior notice. Nothing in this job description creates an employment agreement, expressed or implied, or any agreement between an employee and Popularis Construction, Inc.