Office Administrator (73709)

Valcourt; Millstone Township (NJ); On-site; USD 25,000 - 39,000; Full time

Job summary

Valcourt Exterior in Millstone Township, NJ seeks an Office Administrator to support daily administrative, payroll, accounting, and job cost tasks in a commercial construction setting. The role is office-based, 5 days/week, 40 hours, requiring strict deadline management and precise documentation.

Responsibilities include preparing utilization reports, coding AP invoices to jobs, tracking labor and costs, and assisting with billing and month-end reporting.

Qualifications

• Experience preparing utilization reports or similar compliance reports.
• Experience with accounts payable coding, including job cost coding.
• Strong understanding of daily job reports and construction documentation.
• Ability to organize, track, and maintain large volumes of paperwork and digital records.
• Proficiency with Excel, Outlook, and accounting or CM software.

Responsibilities

• Prepare utilization reporting and compliance documentation for projects.
• Review and maintain daily job reports from field teams.
• Code AP invoices to jobs, cost codes, phases, departments, and GL accounts.
• Assist with job cost accounting: labor, materials, subcontractors, equipment costs.
• Support billing, payroll, compliance, and job costing documentation for projects.
• Maintain accurate payroll, AP, job reports, contracts, change orders, and docs.
• Assist with month-end reporting, cost tracking, and project financial docs.
• Support AP workflow: invoice review, coding, routing, documentation.
• Help improve payroll, job costing, document control, and reporting processes.
• Perform other admin, accounting, and project support duties as assigned.

Skills

Organizational skills

Time management

Payroll processing

Job costing understanding

Attention to detail

Communication skills

Independence and ownership

Education

High school diploma or equivalent

Associate degree in accounting

Related field in accounting/construction

Tools

Power BI

NetSuite

Construction management software

Job description

Job DetailsJob Location: VALCOURT EXTERIOR NJ MST - Millstone Township, NJ 08535 Salary Range: $20.00 - $2.00 Hourly

Our company is seeking a detail-oriented and highly organized Office Administrator to support daily administrative, payroll, accounting, and job cost functions within a commercial construction environment. This role is office-based, 5 days per week, 40 hours per week, and requires a strong ability to manage deadlines, maintain accurate documentation, and work closely with operations, accounting, payroll, and project teams.

Responsibilities:

• Complete utilization reporting and other job-related compliance documentation.
• Organize, review, and maintain daily job reports from field teams.
• Code accounts payable invoices to the proper jobs, cost codes, phases, departments, and general ledger accounts.
• Assist with job cost accounting by tracking labor, materials, subcontractor costs, equipment, and other project-related expenses.
• Support project managers and accounting teams with documentation needed for billing, payroll, compliance, and job costing.
• Maintain accurate digital and physical files for payroll, AP, certified payroll, job reports, contracts, change orders, and project documentation.
• Assist with month-end reporting, cost tracking, and project financial documentation as needed.
• Support accounts payable workflow, including invoice review, coding, routing, and documentation.
• Help improve internal processes related to payroll, job costing, document control, and reporting.
• Perform other administrative, accounting, and project support duties as assigned.

Qualifications

Must-Have Qualifications:

• Experience preparing utilization reports or similar compliance/job-related reports.
• Experience with accounts payable coding, including job cost coding.
• Strong understanding of daily job reports and construction project documentation.
• Ability to accurately organize, track, and maintain large volumes of paperwork and digital records.
• Strong attention to detail, accuracy, and deadlines.
• Ability to communicate professionally with office staff, field employees, supervisors, project managers, vendors, and subcontractors.
• Strong computer skills, including Microsoft Excel, Outlook, and accounting or construction management software.
• Ability to manage multiple priorities in a fast-paced commercial construction environment.

Required Skills/Abilities:

• Strong organizational and time management skills.
• High level of accuracy in data entry, payroll processing, and document review.
• Understanding construction job costing, labor tracking, cost codes, and project documentation.
• Ability to identify discrepancies in payroll, timecards, AP coding, or job reports.
• Strong written and verbal communication skills.
• Ability to work independently and take ownership of assigned responsibilities.
• Professionalism, discretion, and confidentiality when handling payroll and financial information.
• Problem-solving skills and ability to follow up on missing or incomplete documentation.
• Willingness to learn and grow into broader accounting, financial reporting, and WIP management responsibilities.

Preferred Qualifications:

• Experience in the commercial construction industry.
• Experience with construction accounting software (Power BI, NetSuite systems).
• Experience with job cost accounting, AP coding, WIP reporting, or project financial tracking.
• Knowledge of lien waivers, insurance certificates, change orders, subcontractor documentation, or billing support is a plus.

Education and Experience:

• High school diploma or equivalent required.
• Associate degree in accounting, business administration, construction management, or related field preferred.
• 2–5 years of administrative, accounting, or job cost experience preferred.
• Commercial construction experience strongly preferred.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.