Administrative Assistant

Walker Property Services, LLC; Town of Florida (NY); On-site; USD 23,419 - 28,929; Full time

Benefits offered by this job

Competitive pay

Paid vacation

Health benefits

401(k) matching

Referral bonuses

Job summary

A leading general contracting company in New York is seeking an experienced Administrative Assistant to support various operational tasks. Ideal candidates will have strong multitasking abilities and experience with QuickBooks and Microsoft Office. This role offers competitive pay of $17 - $21 hourly, along with benefits such as paid vacation and health benefits.

Qualifications

• Experience in QuickBooks preferred.
• Strong skills in Microsoft Excel, Word, PowerPoint, and Outlook.
• Previous experience in an administrative role in construction or related industries preferred.

Responsibilities

• Process invoices and update cash flow reports.
• Record and reconcile company credit card statements.
• Manage accounts payable and receivable.
• Assist with customer updates and job documentation.
• Help coordinate employee travel arrangements.

Skills

QuickBooks experience

Microsoft Office skills

Excellent communication skills

Time management

Problem-solving skills

Job description

Overview

We’re seeking an experienced Administrative Assistant to join our growing team and contribute immediately! If you possess excellent multitasking abilities, strong business acumen, and a solid operational mindset, this could be the perfect opportunity for you. As a General Contracting Company serving many Fortune 500 clients and multiple in the Fortune Top 50, we offer a blend of stability and exciting growth potential. If you’re ready to hit the ground running, we want to hear from you!

Benefits

• Competitive pay
• Paid vacation
• Health benefits
• 401(k) matching
• Referral bonuses

Responsibilities

• Invoice Processing: Process invoices through internal databases and record on customer portals within 2 days of work completion. Update cash flow reports regularly.
• Credit Card Records: Record and reconcile company credit card statements.
• Job Costing: Track labor, materials, and expenses for job costing.
• Assist with project documentation, including contracts, permits, and change orders.
• Accounts Management: Manage accounts payable and receivable.
• Procurement & Billing: Assist in the procurement of materials for jobs, invoice tenants, and collect rent.
• Customer Support: Assist with customer updates, including managing photos and project details.
• Travel Logistics: Help with employee travel arrangements, including flight bookings, car/truck reservations, lodging, and labor coordination.
• Interdepartmental Support: Provide backup support to operations and client services teams as needed.
• Licensing and Compliance: Help manage contractor licenses and subcontractor COI record keeping.
• Filing System Maintenance: Refine and maintain the company’s filing system, ensuring proper organization and timely updates.
• Quality Control: Monitor production KPIs and strive for continuous improvement in customer service quality.
• Special Projects: Assist with special projects as assigned by the manager.

Qualifications

• QuickBooks experience preferred
• Ability to exercise independent judgment and discretion.
• Strong Microsoft Office skills (Excel, Word, PowerPoint, Outlook), including calendar management.
• Previous administrative experience preferred (construction or related industry preferred).
• Excellent oral and written communication skills.
• Strong understanding of office management responsibilities, systems, and procedures.
• Outstanding time management and multitasking abilities.
• Keen attention to detail with strong problem-solving skills.
• Professional, friendly, energetic demeanor.
• Ability to work closely with management and external suppliers.
• Initiative-driven, self-motivated, and proactive.
• Update cash flow reports regularly.

Compensation

$17 - $21 hourly