This position is responsible for completing a wide range of administrative activities, including answering and directing incoming calls, drafting correspondence, organizing paper and electronic files, and providing information to customers. The role also performs basic bookkeeping tasks such as accounts payable (A/P) and accounts receivable (A/R).
Perform light bookkeeping including entering bills and expense coding
Conduct A/P, A/R, and general ledger entries
Complete operational errands and deliveries
Answer telephones within three rings; route calls appropriately; take and forward messages
Monitor and respond to general company email in a timely manner
Manage and order marketing and construction materials, such as:
Brochures/Flyers
Commitment Forms
Vehicle inspection forms
Business cards
Complete new order processing and setup following established procedures
Prepare and distribute monthly EEO reports
Maintain digital customer, project, and vendor files following company guidelines
Create and manage paper/electronic filing systems, updating documents and records as needed
Complete project forms (e.g., liens, submittals, subcontracts) per company procedures
Attach relevant files to correspondence requiring responses
Operate email systems and coordinate information flow internally and externally
Compose, type, and distribute meeting notes, correspondence, presentations, and reports
Provide customer service including order placement and account inquiries
Track and order office supplies
Perform other related duties as assigned
High school diploma required
Minimum two years of administrative experience
At least one year of QuickBooks Desktop experience required
Administrative experience in the construction industry preferred
Strong written communication skills
Ability to clearly convey information verbally
Strong reading comprehension skills
Self-starter mindset with the ability to recognize needed changes and bring ideas forward
Extremely organized and detail-oriented
Ability to perform calculations involving geometry and formulas (e.g., calculating area, converting acres to square yards)
Ability to work autonomously
Friendly, effective interaction with colleagues
Professional and courteous communication with customers and vendors
Proactive attitude, looking for ways to support colleagues and customers
Ability to adapt behavior based on the actions of others
High emotional intelligence
Accurate touch-typing skills
Proficiency in Microsoft Office
Ability to maintain standardized and functional filing systems
Comfort using and learning new software applications
Databases: Creating/editing simple databases, inputting/retrieving information, generating reports
Graphics: Creating and manipulating simple graphics and inserting them into documents
Internet: Navigating browsers, retrieving/submitting information, handling downloads/uploads
Navigation: Using operating system tools, switching between applications and files
Presentations: Using internet resources, hypertext navigation, basic email communication
Spreadsheets: Entering, formatting, analyzing data; creating worksheets, charts, and graphs
Word Processing: Typing, formatting, editing, saving, printing, and retrieving documents
Multi-line phone system
Photocopier
Scanner
Digital cameras
Smartphones
Fax machines
Laptop and desktop computers
Calculators
Tablets
Intuit QuickBooks
Smartsheet
Zenefits
Microsoft Office Suite
Microsoft Outlook
Bluebeam
Compliance-related software (e.g., Comply26)
Additional systems as assigned