On-Site Office & Property Admin Lead — QuickBooks Expert

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

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.