Assistant Office Manager / Administrator

Liberty Personnel Services, Inc.; West Chester (Chester County); On-site; USD 45,000 - 65,000; Full time

Job summary

Liberty Personnel Services, Inc. is seeking an Assistant Office Manager / Administrator to own the back office for a busy construction and property operation in West Chester, PA.

You will manage QuickBooks, invoices, leases, and rental activity while coordinating vendors, projects, and owner reporting. You’ll handle payroll administration, job-cost tracking, and simple Excel reports, ensuring accurate records and timely communications with owners and tenants.

Qualifications

• 3+ years of office management, bookkeeping, or administrative experience.
• Background in construction, property management, or small professional firm preferred.
• Strong QuickBooks knowledge (Desktop or Online) and solid Excel skills.
• Excellent organization, attention to detail, and ability to manage multiple priorities.
• Professional written and verbal communication with clients and trades.

Responsibilities

• Enter and reconcile QuickBooks transactions including job costs, vendor bills, client invoices, and expenses.
• Prepare basic financial reports, aging summaries, and job-cost updates for owners.
• Support accounts payable and receivable, including vendor payments and client billing follow-up.
• Maintain organized digital and paper financial files and assist with year-end and tax-prep packages.
• Track rental properties, leases, and tenant records; manage rent collections and payments.
• Coordinate routine property admin: work orders, vendor scheduling, and owner reporting.
• Keep property files, insurance certificates, and compliance documents current.
• Serve as main office contact for calls, email, clients, vendors, and field staff.
• Manage calendars, scheduling, and meeting coordination for ownership and project leads.
• Prepare proposals, contracts, change orders, and project correspondence as needed.

Skills

QuickBooks

Excel

Lease management

Rent collection

Accounts payable/receivable

Vendor coordination

Payroll processing

Property management

Organization

Communication

Tools

QuickBooks Desktop/Online

Excel

Job description

Assistant Office Manager / Administrator - Own the Back Office, Keep the Operation Moving

West Chester, PA | On-Site

Be the hub that keeps a busy construction and property operation on track

You’ll run the office, keep the books clean in QuickBooks, and make sure rental and property activity is organized, accurate, and up to date.

This is the seat where accounting, construction projects, and property management all intersect.

You’re the person the owners, project teams, tenants, and vendors rely on to know what’s going on and where everything stands.

If you’ve juggled office management, bookkeeping, and property or construction admin before, we want to talk to you.

What You'll Work On

You’ll touch every part of a small but active building and property operation:

• Day-to-day QuickBooks accounting and job cost tracking
• Vendor bills, client invoices, AP and AR support
• Rental properties, leases, tenants, and payment activity
• Property admin: work orders, vendors, compliance documents
• Office coordination, calendars, and client/vendor communication
• Proposals, contracts, change orders, and project paperwork
• Tracking sheets, rent rolls, and simple reports in Excel
• Basic marketing materials, website updates, and client outreach

You’ll be working daily in QuickBooks and Excel, plus the usual email and office tools that keep a small, hands‑on operation moving.

This is a seat for a doer who likes having their hands in the books, the projects, and the properties at the same time.

What You'll Be Doing

• Entering and reconciling transactions in QuickBooks, including job costs, vendor bills, client invoices, and expenses
• Preparing basic financial reports, aging summaries, and job-cost updates for the owners
• Supporting accounts payable and receivable, including vendor payments and client billing follow‑up
• Maintaining organized digital and paper financial files and assisting with year‑end and tax‑prep packages
• Tracking rental properties, leases, and tenant records
• Processing rent collections, deposits, late notices, and payment applications
• Coordinating routine property admin: work orders, vendor scheduling, and owner reporting
• Keeping property files, insurance certificates, and compliance documents current
• Serving as main office point of contact for calls, email, clients, vendors, and field staff
• Managing calendars, scheduling, and meeting coordination for ownership and project leads
• Preparing proposals, contracts, change orders, and project correspondence as needed
• Maintaining filing systems, permits, insurance, licenses, company records, and ordering office/job‑site supplies
• Supporting payroll administration and employee onboarding paperwork
• Using Excel for tracking sheets, budgets, rent rolls, and simple reports
• Helping with marketing materials, website updates, and client communications as needed

What We're Looking For

• 3+ years of office management, bookkeeping, or administrative experience
• Background ideally in construction, property management, or a small professional firm
• Strong working knowledge of QuickBooks (Desktop or Online)
• Solid Excel skills: formulas, sorting, filtering, and clean tracking spreadsheets
• Experience with rent collection, leases, or property records preferred
• Highly organized, detail-oriented, and comfortable juggling multiple priorities
• Clear written and verbal communication; professional with clients and trades
• Ability to handle confidential financial and tenant information
• Reliable, self‑directed, and comfortable in a small‑team environment

The Experience That Will Really Get Our Attention

You’ve been the “go‑to” admin or office manager in a small construction, renovation, or property setting, where you owned QuickBooks, kept leases and rent rolls straight, and knew exactly what each project and property needed next.

You’re just as comfortable reconciling accounts as you are sending a late‑rent notice, coordinating a contractor, or turning a scribbled change into a clean, professional document.

Why This Opportunity?

This is a hands‑on, high‑visibility role where you work directly with ownership, not buried in a big corporate back office.

You’ll see the full picture: construction projects, renovations, property management, and day‑to‑day business operations all flow across your desk.

If you like variety, autonomy, and being the person who quietly keeps everything running, this is your kind of role.

On‑site position in the Westtown / Newtown Square, PA area

Schedule to be discussed with ownership

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