Office Manager/Administrative Assistant

Office Manager / Administrator

Sarasota, FL (Full-Time, In-Office M-F)

Compensation: Minimum $20/hr Depending upon Experience

Millers’ Coastline Construction, is a family-owned and operated construction company founded on the principles of superior craftsmanship, exceptional customer service, and excellent client satisfaction.

We are seeking a highly organized and proactive Office Administrator/Administrative Assistant to support our growing construction business. This role plays a vital role in ensuring smooth day-to-day operations, managing administrative workflows, and supporting project and finance teams. Ideal candidates thrive in a fast-paced environment and is comfortable juggling a variety of responsibilities.

What you'll do:

Office & Administrative Support

• Maintain a clean, organized office space and ensure all supplies are stocked and equipment is functioning.
• Open and sort incoming mail, receive deliveries, manage stock, and notify team members.
• Print/scan/notarize documents, answer phone, respond to calls, voicemails, and emails professionally and promptly.
• Assist with onboarding for new hires and help maintain employee files.
• Manage license renewals and vehicle registration/insurance renewals.

Bookkeeping

• Enter all invoices received from Vendors as Bills in QB. Issue payments and write checks as directed.
• Process in expenses (receipts received from employees after they’ve made a purchase) and follow up with team members on missing receipts.
• Enter employee hours into QB timesheets.
• Track and manage recurring payments.
• Obtain and maintain W9s, GL COIs, and WC COIs for active subcontractors before paying in Smartsheet tracking system. Assist in yearly insurance audits.

Permitting & Project Support

• Submit permit applications, track status through county portals, forward and respond to comments, and push permit reviews to completion.
• Request inspections, follow up with reviewers, and manage license/insurance renewals with each county.
• Organize and maintain project documents including permits, lien waivers, contracts, drawings, and receipts in OneDrive.
• Set up new projects in OneDrive and QuickBooks.
• Fill in and send out client contracts, lien releases, and other contract documents via DocuSign.
• Monitor project budgets and send out invoices via QB, tracking payment statuses in Smartsheet.
• Assist PMs in documenting and submitting Change Orders via the Smartsheets.
• Order material as directed by PMs.

What we're looking for:

• 3 years of experience working in the Construction Management
• Familiarity or experience with construction permitting process.
• Familiarity with construction terminology and processes is preferred.
• Proficiency in Microsoft Office suite (Outlook, Excel, Word), QuickBooks Online, SmartSheet, DocuSign, and other relevant software.
• Excellent organizational skills and the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Excellent communication and interpersonal skills.
• Ability to work independently with minimal supervision and as part of a team.
• High school diploma or equivalent; additional certifications or coursework in office administration is a plus.
• Ability to work full-time, 40-hours a week, on-site, in Sarasota, Florida

Join our team of dedicated professionals and embark on a rewarding career. Apply today!

Millers' Coastline is an equal opportunity and affirmative action employer

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Application Question(s):

• "This position requires working on-site in the office for 40 hours per week M-F 8:30 to 4:00pm. Are you willing and able to commit to this schedule?

Experience:

• Quickbooks: 2 years (Preferred)

Ability to Commute:

• Sarasota, FL 34240 (Required)

Work Location: In person

Salary : $20