Office Administrator: Billing, Scheduling & Payroll Pro

Diamond Architectural Glass Inc; Town of Florida (NY); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical/Dental/Vision Insurance

Paid Time off and Holidays

401(k)

Job summary

Diamond Architectural Glass is seeking an experienced Office Administrator to join our commercial glazing team in New York. You will handle clerical tasks, manage job folders, and input data into QuickBooks Online while supporting project administration and client communication.

The role emphasizes organizing files, tracking labor hours, scheduling, and processing billings. Candidates should have 2–5 years of relevant experience and strong proficiency in Word, Excel, Adobe PDF, and QuickBooks

Qualifications

• Experience in office administration or related fields.
• Ability to prioritize and multitask.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Strong organizational skills.
• Proficient with Word, Excel, Adobe PDF, and QuickBooks Online.

Responsibilities

• Draft correspondences and other formal documents.
• Organize and file documents into all job folders.
• Input information into QuickBooks Online.
• Track labor hours.
• Plan and schedule appointments and events.
• Greet and assist onsite guests.
• Answer inbound telephone calls.
• Develop and implement filing systems.
• Submit monthly billings for all projects.
• Notarize pay applications, contracts, and lien releases.
• Schedule service calls.
• Order insurance certificates.
• Track time sheets and submit payroll weekly.
• Perform other office tasks.

Skills

Office administration

Multitasking

Communication skills

Attention to detail

Organizational skills

Tools

Word

Excel

Adobe PDF

QuickBooks Online

Job description

Diamond Architectural Glass is seeking an experienced Office Administrator to join our commercial glazing team in New York. You will handle clerical tasks, manage job folders, and input data into QuickBooks Online while supporting project administration and client communication.

The role emphasizes organizing files, tracking labor hours, scheduling, and processing billings. Candidates should have 2–5 years of relevant experience and strong proficiency in Word, Excel, Adobe PDF, and QuickBooks