Administrative Assistant

L.J. Irving Demolition; Napoleon (OH); On-site; USD 22,041 - 34,440; Part time

Benefits offered by this job

Health insurance

Paid time off

Holiday pay

Retirement plan

Job summary

L.J. Irving Demolition is seeking an Administrative Assistant with accounting and compliance experience to support HR, accounting/finance, safety, and other internal departments.

This part-time role works in a fast-paced construction environment and helps keep project, payroll, financial, and compliance records accurate and up to date. The ideal candidate has 5+ years in office administration, proficiency in QuickBooks and Microsoft Office, and the ability to manage multiple priorities with

Qualifications

• Five or more years of experience in office administration or related roles.
• Experience with bookkeeping and payroll functions desired.
• Familiarity with certified payroll and prevailing wage a plus.
• Strong organizational and communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Process accounts payable, including vendor invoicing and statements.
• Assist with accounts receivable, including customer invoices and deposits.
• Prepare payroll using employee timecards and allocate labor to job codes.
• Assist with Work-in-Progress (WIP) schedules and month-end tasks.
• Maintain compliance documentation including COIs, W-9s, and filings.

Skills

Office administration

Bookkeeping

Accounts payable

Payroll

Attention to detail

Tools

QuickBooks

Microsoft Office

Job description

As our office remodel comes to an end, L.J. Irving Demolition is excited to welcome a new administrative assistant with accounting and compliance experience to join our growing team.

We are seeking a dependable, organized, and detail-oriented Administrative Assistant to support our HR, accounting/finance, safety, and other internal departments. This role is ideal for someone who thrives in a fast-paced construction environment and is effective at handling administrative support, financial tasks, and compliance documentation. The position plays a key role in keeping project, payroll, financial, and compliance records accurate and up to date.

Key Responsibilities:

• Process accounts payable, including vendor invoicing and statements.
• Assist with accounts receivable, including customer invoices, deposits, and payment tracking.
• Prepare payroll using employee timecards and allocate labor to appropriate job codes.
• Assist with Work-in-Progress (WIP) schedules.
• Assist with month-end tasks and reconciliations.
• Ensure compliance with prevailing wage requirements and prepare certified payroll reports when required.

Compliance & Documentation:

• Collect and maintain Certificates of Insurance (COIs), W-9s, bonds, and subcontractor documentation.
• Assist with contracts, purchase orders, and change orders.
• Support project permitting and documentation requirements.
• Maintain organized digital and paper filing systems.
• Maintain employee records, including new hires, terminations, and benefit tracking.
• Assist with required USDOT, FMCSA, and IRP compliance filings.
• Support drug and alcohol testing requirements.
• Maintain driver qualification files, medical cards, MVRs, and annual reviews.

Administrative & Office Support:

• Answer phones, greet visitors, and direct inquiries.
• Monitor and respond to general office emails.
• Assist estimators with bid preparation and project documentation.
• Assist with company-wide events and employee communications.
• Open and close the office, ensuring areas are neat and organized.
• Perform additional administrative tasks as assigned.

Qualifications:

• Five or more years of experience in office administration, bookkeeping, accounts payable/receivable, payroll, or a related role preferred.
• Experience with certified payroll and prevailing wage is preferred but not required.
• Experience in the construction or demolition industry is a plus.
• Proficiency with QuickBooks and Microsoft Office (Word, Excel, and Outlook).
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent communication and problem-solving skills.
• Ability to work independently while contributing to a team environment.
• Professionalism and discretion when handling confidential information.

Work Environment and Schedule:

• Part-time position.
• Benefits include health insurance, paid time off, holiday pay, and a retirement plan.
• Drug-free workplace.
• Pay will be determined based on experience.

Do YOU Have What It Takes?

L.J. Irving Demolition is proud to be an Equal Opportunity Employer. We welcome and encourage applications from all qualified candidates.