Office Administrative Assistant

We are a growing commercial metal framing and drywall subcontractor seeking a dependable and experienced Administrative Assistant to join our team.

This position provides support across several departments and includes general office administration, construction-related documentation, invoicing, billing, and QuickBooks data entry. We are looking for someone who is organized, detail-oriented, dependable, and interested in a long-term opportunity to learn and grow within our company.

Previous construction experience is helpful but not required. We are willing to train the right candidate on our company's procedures and construction-specific administrative responsibilities. However, candidates must already have hands-on experience and a working knowledge of QuickBooks, as we are not looking to train someone on the basic functions of the software.

Responsibilities

• Answer incoming phone calls and direct calls appropriately
• Provide administrative support to multiple departments
• Perform general clerical duties including filing, scanning, copying, collating, and document preparation
• Assist with contract administration, including insurance requests, preliminary notices, and contractor prequalifications
• Communicate professionally with managers, employees, customers, vendors, and general contractors
• Assist with monthly invoicing and billing
• Enter vendor invoices/bills, receipts, payments, and other transactions into QuickBooks
• Assist with bank reconciliations
• Prepare and track job releases/lien releases
• Schedule and cancel jobsite equipment as needed
• Obtain and renew business licenses
• Maintain organized and accurate company and project records
• Assist with additional administrative and office duties as needed

Qualifications & Skills

• Minimum 2 years of hands-on QuickBooks experience required
• Must have a working knowledge of QuickBooks and be comfortable navigating the software independently
• Familiarity with vendor bills/invoices, payments, customer invoicing, receipts, and basic reconciliations
• Previous administrative or office experience preferred
• Construction or subcontractor office experience is a plus, but not required
• Proficient with Microsoft Word and Excel
• Strong attention to detail and accuracy
• Strong organizational and multitasking skills
• Ability to manage multiple priorities and deadlines
• Professional phone etiquette and communication skills
• Dependable and punctual
• Positive, helpful attitude
• Willingness and ability to learn new responsibilities
• Ability to work well independently and as part of a team
• Bilingual English/Spanish required. This position communicates regularly with Spanish-speaking employees and job applicants. Candidates must be able to communicate effectively in both English and Spanish.

Education

High school diploma or equivalent required.

Work Environment & Schedule

This is an in-person position in a professional, business-casual office environment for a commercial specialty subcontractor.

Part-Time or Full-Time Availability

Schedule: Monday through Friday
Hours: Between 8:00am- 5:00pm

Pay: $18.00 - $23.00 per hour

Work Location: In person