Office Administrator

Top Job

Located in Naples, FL

Salary: 75000

Construction Office Administrator / Accounting Assistant

We are seeking an experienced and organized Construction Office Administrator / Accounting Assistant to join a busy construction office. This position will handle a variety of administrative and accounting responsibilities and will play an important role in keeping the office and construction projects running smoothly.

The ideal candidate will have construction office experience, be comfortable working with financial documents, and have hands-on experience with QuickBooks Desktop and construction-related paperwork, including Releases of Lien.

Responsibilities

• Provide daily administrative support for the construction office and project team
• Perform general bookkeeping and accounting-related duties
• Enter and process invoices, bills, payments, and other financial transactions
• Maintain accurate records in QuickBooks Desktop
• Assist with accounts payable and accounts receivable
• Reconcile accounts and assist with monthly financial reporting
• Prepare, track, and maintain Releases of Lien and other construction-related documents
• Collect and maintain lien waivers, certificates of insurance, W-9s, and vendor documentation
• Assist with subcontractor and vendor paperwork and compliance
• Track project costs, invoices, purchase orders, and expenses
• Assist with preparing estimates, proposals, contracts, and change orders
• Organize project files, permits, contracts, invoices, and supporting documentation
• Communicate with subcontractors, vendors, customers, and project managers
• Assist with scheduling, ordering materials, and coordinating deliveries as needed
• Answer phones, respond to emails, and handle general office correspondence
• Maintain organized electronic and physical filing systems
• Assist with payroll and employee timekeeping as needed
• Perform other administrative and construction office duties as assigned

Qualifications

• Previous construction office or construction accounting experience preferred
• Strong working knowledge of QuickBooks Desktop
• Experience with Releases of Lien and lien waiver documentation
• Understanding of construction invoices, subcontractors, vendors, and project documentation
• Experience with accounts payable and/or accounts receivable
• Strong Microsoft Office skills, particularly Excel and Outlook
• Excellent organization and attention to detail
• Ability to handle confidential financial information professionally
• Strong communication and follow-up skills
• Ability to multitask and prioritize in a fast-paced construction environment
• Dependable, professional, and able to work independently

Ideal Candidate

The ideal candidate will be someone who understands how a construction office operates and can jump in and handle both the administrative and accounting sides of the business. Experience dealing with subcontractors, lien releases, invoices, QuickBooks Desktop, and construction documentation is highly valued.

Construction office experience is strongly preferred.

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