Construction Office Administrator & Operations Support

BlackHorse LLC; Brookfield (CT); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Bonus based on performance

Competitive salary

Paid time off

Job summary

BlackHorse LLC is seeking an Office Administrator to keep the Brookfield office organized, efficient, and prepared for daily tasks from reception to project paperwork. You will support ownership, the Business Manager, and field staff by coordinating calendars, documents, and communications.

The role requires dependability, detail orientation, and calm under pressure. The successful candidate will maintain files, process invoices and tasks in QuickBooks, manage supplies, and ensure a professional

Qualifications

• High school diploma or equivalent; associate/bachelor preferred.
• 2+ years of office administration or similar experience.
• Proficient in Microsoft Office and comfortable learning new software.

Responsibilities

• Serve as the first point of contact for phone calls, emails, and visitors; greet professionally and route accurately.
• Manage the general company inbox and voicemail; ensure timely responses or handoffs.
• Order and maintain office supplies, equipment, and kitchen or break room stock.
• Keep the office clean, organized, and welcoming.
• Coordinate mail, shipping, deliveries, and courier services.
• Assist with calendar management, meeting scheduling, and appointment coordination for ownership and management.
• Assist project managers with project setup, subcontractor onboarding, and closeout paperwork.
• Prepare, distribute, and file contracts, subcontracts, change orders, submittals, RFIs, and other project documents.
• Track and collect COIs, W-9s, and other subcontractor compliance documents.
• Maintain organized digital and physical project files.
• Assist with permit applications, municipal paperwork, and client submissions as needed.
• Enter invoices, receipts, and expenses into accounting software.
• Assist with accounts payable and accounts receivable data entry.
• Track and organize receipts, credit card statements, and expense reimbursements.
• Support payroll administration by collecting, reviewing, and organizing timesheets.
• Prepare basic reports and coordinate with the Business Manager, bookkeeper, or CPA as directed.
• Track renewal dates for licenses, insurance, bonding, and industry certifications.
• Maintain organized records for compliance, certifications, and registrations.
• Assist with preparation and submission of documentation to clients, government agencies, and vendors.
• Draft, format, and proofread letters, memos, meeting notes, and other correspondence.
• Maintain accurate contact lists, vendor lists, and subcontractor databases.
• Support marketing and outreach activities as directed.
• Handle other administrative tasks and special projects as assigned by ownership or the Business Manager.

Skills

Microsoft Office

Communication

Organizational skills

Discretion & professionalism

Self-directed

Notary public

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

QuickBooks

Procore

Autodesk Construction Cloud

Buildertrend

Job description

BlackHorse LLC is seeking an Office Administrator to keep the Brookfield office organized, efficient, and prepared for daily tasks from reception to project paperwork. You will support ownership, the Business Manager, and field staff by coordinating calendars, documents, and communications.

The role requires dependability, detail orientation, and calm under pressure. The successful candidate will maintain files, process invoices and tasks in QuickBooks, manage supplies, and ensure a professional