Administrative Assistant – Full Time

Overview

We are seeking a highly organized, detail‑oriented Administrative Assistant to support daily office operations and ensure smooth workflow across the organization. This role requires strong technical skills, excellent communication abilities, and the capacity to work both independently and as part of a team. Experience in the construction industry, particularly with billing, is strongly preferred.

Key Responsibilities

• Manage daily administrative tasks including scheduling, correspondence, filing, and document preparation
• Assist with the accounts payable and accounts receivable, ensuring accuracy and timely processing
• Prepare invoices, billing statements, purchase orders, and related project documentation (construction industry billing experience preferred)
• Maintain organized digital and physical records
• Assist with project documentation, vendor communication, and internal coordination
• Support management with reporting, data entry, and special projects as needed
• Serve as a professional point of contact for clients, vendors, and team members

Required Qualifications

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Proficiency in QuickBooks
• Demonstrated experience with accounts payable/receivable (G702/G703 A1A Documents)
• Excellent verbal and written communication skills
• Strong organizational skills with attention to detail
• Ability to work independently, stay self‑motivated, and manage multiple priorities
• Strong teamwork and interpersonal skills

Preferred Qualifications

• Experience in the construction industry, especially with billing processes
• Spanish/English bilingual abilities
• Familiarity with project management or construction‑related software

Work Environment & Schedule

• Fulltime, on‑site position
• Fast‑paced office environment with frequent interaction across departments

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Benefits

• Health, Dental, Vision, Life and more
• 401(k) participation upon employment
• PTO
• Seven paid holidays