Job description
Established construction contractor looking to hire an Office Administrator with an intrapreneur mindset, who wants to build and grow our business. We are a General contracting company that focuses on painting, waterproofing, and structural repairs/reconstruction. Responsible for overseeing the daily operations of the construction office. Experience with QuickBooks Online to perform tasks like but not limited to accounts payables and receivables, and daily billing. Tech-savvy to learn CRM (JobTread and Sumo Quote)
We are looking for an enthusiastic, highly organized team player to start immediately. Must have the ability to prioritize, multi-task, be a highly competent user of QuickBooks Online, MS Office 365, end-to-end construction permitting, and perform other general office duties. Effective communication skills (orally and in writing) in English. ***Being Bi-lingual (Spanish) is a plus.***
Must have construction experience. Must be highly organized and competent with QuickBooks Online and processing Invoices for accounts payable/receivable. All other booking tasks are through a separate booking company, but will need to be the person responsible for communicating with bookkeepers. Must be highly skilled in MS Excel to keep project spreadsheets updated. Experience with Excel formulas
Daily tasks include:
· Answer phones and respond to all messages promptly.
· Manage project worksheets, and ensure data quality
· Entering and tracking permits and inspections into City/County portals.
· Entering bills and invoices
· Ordering office supplies and keeping the office clean. QuickBooks Online, Office 365, and Construction experience are a must!
Strong organizational skills. Strong written and verbal communication skills Attention to detail to ensure tasks are completed thoroughly and correctly
Work Activities
Financial Tracking: Monitor and manage financial transactions, including invoicing, accounts payable, and accounts receivable. Maintain accurate records and collaborate with the accounting department.
Administrative Management: Oversee daily office operations, including organizing schedules, managing appointments, and ensuring efficient communication within the team.
Project Support: Assist project managers with documentation, tracking project timelines, and coordinating materials and resources. Keep project files organized and up to date.
Human Resources: Handle aspects of HR such as maintaining employee records, facilitating onboarding and offboarding processes, and tracking employee time and attendance.
Vendor and Supplier Relations: Liaise with vendors and suppliers, negotiate contracts, and ensure timely delivery of materials and equipment needed for projects.
Communication: Facilitate effective communication between various departments, team members, clients, and stakeholders. Respond to inquiries and address concerns promptly.
Office Supplies and Equipment: Manage inventory of office supplies and equipment, ensuring availability and functionality. Coordinate maintenance and repairs as needed.
Data Management: Maintain databases, spreadsheets, and software systems used for project management, financial tracking, and reporting purposes.
Health and Safety Compliance: Ensure the office adheres to safety regulations and best practices. Promote a safe and secure working environment for all employees.
Documentation: Prepare and edit reports, presentations, and documents for internal and external use. Maintain accurate records of contracts, permits, and legal documents.
Budget Monitoring: Assist in developing and tracking budgets for office operations, projects, and other expenses. Identify opportunities for cost savings and efficiency improvements.
Team Support: Provide administrative support to team members, including scheduling meetings, coordinating travel arrangements, and assisting with any other operational needs.
Problem-Solving: Address and resolve operational challenges and issues that may arise, working collaboratively with team members to find effective solutions.
Process Improvement: Continuously assess and improve office procedures and workflows to enhance efficiency and productivity.
Customer Relations: Assist in managing client relationships by providing timely information, addressing concerns, and ensuring excellent customer service.
Skills
- Accounting software — Billing software; Bookkeeping software; Intuit QuickBooks Online
- Calendar and scheduling software — Appointment scheduling software; Electronic calendar management software-related occupations
- Cloud-based data access and sharing software — Google Drive Related occupations, JobTread, SumoQoute.
- Electronic mail software — Email software; Microsoft Outlook, Gmail
- Network conferencing software — Microsoft Office Teams Server MOSS Related occupations
- Office suite software — Microsoft Office
- Operating system software — Microsoft Windows
- Presentation software — Microsoft PowerPoint
- Spreadsheet software — Microsoft Excel Related occupations
- Time accounting software — JobTread
- Word processing software — Google Docs; Microsoft Word
Job Type: Full-time
Salary: $48,000.00 - $55,000.00 per year
Benefit:
PTO: 5 days in year 1
10 days in year 2 and on
Sick Days: 3 days
Schedule:
- Day shift
- Monday to Friday
- No weekends
Ability to commute:
- North Fort Myers, FL 33903: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Administrative/Bookkeeping: 3 years (Preferred)
- Construction: 3 years (Required)
Work Location: In person
