Benefits:
- Opportunity for advancement
- Paid time off
- Training & development
AAA Builders, LLC is currently seeking an office administrative professional to coordinate, provide the day-to-day organization, and complete the administrative and office duties in a rapidly growing construction office environment.
Your role is to create high levels of organizational effectiveness, communication, and safety, while working in a cooperative manner while supporting and maintaining a pleasant work environment.
Office administration responsibilities include pulling permits, setting up new projects, scheduling meetings and appointments, ordering office supplies, greeting customers, subcontractors, and general visitors, responding to RFQs, completing applications, and providing general administrative support to our employees, subcontractors, and customers.
Previous experience as a construction office administrator role is preferred. Preferred candidates are required to have experience with a variety of office software (Microsoft 360, Outlook, Excel and QuickBooks Pro), communicate with accountants, and be able to accurately handle administrative and duties as assigned.
Ultimately, the Office Administrator should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.
Responsibilities Include serving as the point person for office duties including:
- Answering phone calls
- Processing and completing data entry for each specific job.
- Entering data into QuickBooks Pro
- Sending and answering emails
- Completing applications
- Mailing
- Lead and job tracking
- Equipment Tracking Software
- Errands
- Shopping / Online
- Schedule meetings and appointments
- Notary and recording
- Maintain the office condition and arrange necessary repairs.
- Partner with HR to update payroll and maintain office policies as necessary
- Organize office operations and procedures
- Ensure that all items are invoiced and paid on time
- Provide general support to visitors
- Address employees’ queries regarding office management issues (e.g., stationery, hardware, and travel arrangements)
Requirements
- MUST HAVE EXPERIENCE: (Preferred two plus years)
- Proven experience as a construction Office Administrator.
- Knowledge of office administrator responsibilities, systems, and procedures
- Proficiency in QuickBooks Pro & MS Office (MS Excel and MS Outlook, in particular)
- Proficiency with email scheduling tools
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Excellent follow-up skills.
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest and make improvements.
- Bachelor’s degree: additional, Spanish bi-lingual is a plus.
- Notary – ability to qualify as a notary.
