Administrative Assistant

Emergency Reconstruction, LLC; Town of Florida (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Emergency Reconstruction, LLC is seeking an experienced Administrative Assistant to support daily office operations and coordinate communication between clients, field crews, and management. The role requires meticulous attention to detail and the ability to juggle multiple tasks in a fast-paced environment.

The responsibilities include managing project files, scheduling site visits, preparing invoices, and ensuring accurate data entry in CRM systems.

Qualifications

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• 4+ years of administrative or office support experience (construction industry a plus).
• Proficiency in Microsoft Office (Word, Excel, Outlook); QuickBooks or project software is a plus.
• Strong organizational, time management, and communication skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Friendly, professional, and team-oriented attitude.
• Bilingual (English/Spanish) a plus.

Responsibilities

• Answer and direct incoming calls in a professional and courteous manner
• Greet visitors and provide general support to clients and team members
• Manage and organize project files, documents, and records
• Assist with scheduling appointments, meetings, and job site visits
• Prepare job estimates, proposals, and invoices as directed
• Communicate with insurance adjusters and clients to facilitate claims
• Order office and job site supplies, and maintain inventory levels
• Support project managers and field staff with administrative tasks
• Maintain accurate data entry in CRM and project management software
• Perform general clerical duties including scanning, filing, and emailing

Skills

Administrative support

Multitasking

Communication

Bilingual (English/Spanish)

Education

High school diploma

Associate/Bachelor degree preferred

Tools

Microsoft Office

QuickBooks or project software

Job description

The Administrative Assistant will play a key role in supporting daily office operations and ensuring smooth communication between clients, field crews, and management. This position is ideal for someone who thrives in a fast-paced environment, pays close attention to detail, and is comfortable juggling multiple tasks.

Responsibilities

• Answer and direct incoming calls in a professional and courteous manner
• Greet visitors and provide general support to clients and team members
• Manage and organize project files, documents, and records
• Assist with scheduling appointments, meetings, and job site visits
• Prepare job estimates, proposals, and invoices as directed
• Communicate with insurance adjusters and clients to facilitate claims
• Order office and job site supplies, and maintain inventory levels
• Support project managers and field staff with administrative tasks
• Maintain accurate data entry in CRM and project management software
• Perform general clerical duties including scanning, filing, and emailing

Requirements

High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)

4+ years of administrative or office support experience (construction industry a plus)

Proficiency in Microsoft Office (Word, Excel, Outlook); QuickBooks or project software is a plus

Strong organizational, time management, and communication skills

Ability to prioritize tasks and work independently in a fast-paced environment

Friendly, professional, and team-oriented attitude

Bilingual (English/Spanish) a plus