Administrative / Office Assistant – Construction Company

Position Type: Full-time
Location: Clearwater 
Reports To: Operations Manager
Industry: Construction

Position Overview

We are seeking a detail-oriented, organized, and proactive Administrative/Office Assistant to support daily operations within our construction office. The ideal candidate will have strong administrative skills as well as hands-on experience with QuickBooks, AIA billing, and general construction documentation. This role is essential in supporting project managers, accounting staff, and field personnel to ensure smooth workflow and accurate recordkeeping.

Key Responsibilities

Administrative Support

• Manage day-to-day office tasks including answering phones, scheduling, filing, and handling mail.
• Maintain digital and physical filing systems for contracts, project documents, certifications, and vendor records.
• Assist with preparing proposals, correspondence, meeting agendas, and job site documents.
• Coordinate office supply inventory and vendor relationships.

Accounting & Financial Tasks

• Enter and process invoices, payments, and expenses in QuickBooks.
• Assist with accounts payable/receivable and maintain accurate financial records.
• Prepare and submit AIA G702/G703 payment applications, ensuring accuracy and timely delivery.
• Track lien waivers, certificates of insurance, and subcontractor compliance documents.
• Support month-end reporting, job cost tracking, and budget documentation.

Project Support

• Assist project managers with generating purchase orders, subcontract agreements, and change orders.
• Maintain job folders, tracking logs, and project schedules.
• Coordinate material deliveries, vendor communication, and subcontractor scheduling as needed.
• Help collect and organize project close-out documents.

Required Qualifications

• 2+ years of administrative experience, preferably in the construction industry.
• Proficiency in QuickBooks (Accounts Payable, Accounts Receivable, job costing).
• Experience with AIA G702/G703 billing is required.
• Strong computer skills: Microsoft Office (Word, Excel, Outlook), PDF editing, cloud storage systems.
• Excellent communication skills and ability to work with project managers, clients, vendors, and field staff.
• Strong attention to detail, organizational skills, and the ability to manage multiple tasks simultaneously.