Administrative Assistant

Summary

We are a commercial painting subcontractor seeking an experienced Administrative Assistant to help support executives and day-to-day office operations. A successful candidate will be detail oriented and able to multi-task in performing a variety of clerical and administrative duties.

• Answer and screen incoming phone calls
• Sort through incoming mail / prepare outgoing mail
• Maintain filing system
• Maintain office supplies inventory and place orders when necessary
• Set up new contracts for projects
• Utilize QuickBooks for basic accounting tasks and financial record keeping
• Process job change orders
• Track and report job cost expenses
• Book travel accommodations for employees in the field
• Track and manage company vehicle log (inspections & registration renewals)
• Record deposits
• Acquire and maintain county, city, and state licenses for projects
• Assist office staff as needed

• Must have QuickBooks experience and a general understanding of how it works
• Minimum 3 years office administrative or like experience
• Proficient in Microsoft 365 (outlook mail, teams, word, and excel)
• Excellent time management skills with the ability to prioritize tasks effectively.
• Ability to communicate professionally and effectively with office staff, general contractors and suppliers
• Construction background is a plus!