Administrative Assistant

About Us

Ayoob & Peery is a locally owned mechanical contractor based in San Francisco.

Our focus is in mechanical building systems, including general plumbing, steam heating, hydronics, and fire protection. As a design/build firm, we provide solutions for projects of all stages – from early design and development to construction and operations.

We are seeking to fill an Entry-Level Administrative Assistant position to support our A/P, A/R and project management teams in our Dublin, CA office.

The Administrative Assistant will support the office management and finance teams by assisting with daily accounting functions and essential administrative tasks. This role directly contributes to the financial health and business development of the company by processing Accounts Payable and Receivable, supporting weekly payroll execution, and accurately completing client pre-qualifications.

All positions available include competitive pay and benefits package.

Job Responsibilities:

• Assist with Accounts Payable (AP) by entering vendor invoices, matching purchase orders, routing for manager approval, and reconciling vendor statements.
• Support Accounts Receivable (AR) by helping generate project billings, tracking incoming payments, and following up on past-due accounts.
• Assist in processing weekly payroll, including collecting and reviewing field timesheets and helping with certified payroll reporting.
• Complete and submit complex General Contractor and client pre-qualification packets, compiling necessary safety records, financial data, and project history.
• Request and manage Certificates of Insurance (COIs) for new projects and subcontractors.
• Assist with basic data entry, maintaining accurate financial records, and filing accounting documents.
• Assist in tracking and maintaining compliance paperwork, such as union dispatch forms and business licenses.
• Provide general administrative support to the estimating and project management teams as needed.
• Maintain a high level of confidentiality regarding company financials and employee information.

Job Requirements:

• Basic understanding of accounting principles (Accounts Payable, Accounts Receivable, and Payroll).
• Experience filling out construction pre-qualifications is highly desired.
• Proficiency in Microsoft Office Suite (especially Excel and Word).
• Experience with accounting and construction software (e.g., QuickBooks, Sage, Foundation, or similar ERP systems) is a plus.
• High attention to detail and strong data entry skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple deadlines (especially around payroll and bid pre-qualifications).
• Ability to work independently and as part of a collaborative office team.

Job Type: Full-time

Pay: $24.00 - $28.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• High school or equivalent (Preferred)

Work Location: In person