Job Overview:

We are looking for an experienced Administrative Assistant with a strong background in civil construction and expertise in QuickBooks to join our dynamic team. The ideal candidate will play a vital role in supporting our operations by managing financial records, handling administrative duties, and ensuring smooth communication across projects. This role requires someone who is organized, detail-oriented, and familiar with the specific needs and challenges of the civil construction industry.

Key Responsibilities:

• QuickBooks Management:

  • Maintain and update financial records in QuickBooks, including project-specific accounts payable and receivable, invoicing, and expense tracking.
  • Reconcile bank statements, credit card transactions, and other financial accounts specific to construction projects.
  • Assist in preparing financial reports related to project budgets, cost estimates, and financial forecasts.
  • Process payroll, including managing deductions and ensuring compliance with construction-related labor regulations.

• Administrative Support:

  • Provide administrative support specific to civil construction projects, including managing contracts, permits, and project documentation.
  • Coordinate and schedule meetings with project managers, contractors, and clients.
  • Handle office communications, including phone calls, emails, and inquiries from clients, suppliers, and subcontractors.
  • Maintain and organize both digital and physical filing systems, ensuring all project documentation is up-to-date and easily accessible.

• Project Coordination:

  • Assist in tracking project timelines, deliverables, and milestones, ensuring all administrative aspects of construction projects are on schedule.
  • Support project managers in preparing reports, presentations, and other project-related documents.
  • Help manage procurement processes, including the ordering of materials and supplies, and tracking inventory for construction projects.

• Customer and Vendor Relations:

  • Liaise with clients, vendors, and subcontractors to address inquiries, process payments, and manage contracts.
  • Ensure a professional and responsive communication flow between the office and field teams.

Qualifications:

• Experience:

  • Minimum of 5 years of experience in an administrative role within the civil construction industry.
  • Strong working knowledge of QuickBooks is required, with a focus on construction project accounting.
  • Experience in bookkeeping, payroll, or accounting within the construction industry is highly desirable.

• Technical Skills:

  • Proficient in QuickBooks and Microsoft Office Suite (Word, Excel, Outlook).
  • Familiarity with construction management software and tools is a plus.

• Education:

  • High school diploma or equivalent required.
  • Associate’s degree in business administration, construction management, or a related field is preferred.

• Skills and Competencies:

  • Strong organizational skills with a high level of attention to detail.
  • Excellent written and verbal communication skills.
  • Ability to multitask, prioritize tasks, and work efficiently in a fast-paced environment.
  • Problem-solving skills and a proactive approach to addressing challenges.
  • Knowledge of civil construction terminology, processes, and regulations.

Benefits:

• Competitive salary and benefits package.
• Opportunities for professional growth and development within the construction industry.
• Supportive and collaborative work environment.