Administrative Assistant

Responsibilities:

✅ Answer and direct incoming phone calls with professionalism and a positive attitude
✅ Respond to customer and vendor emails and correspondence
✅ Perform data entry and maintain insurance records
✅ Assist with invoicing, payments, and basic bookkeeping
✅ Maintain organized project files, contracts, permits, and office records
✅ Assist with permit applications and project documentation
✅ Prepare reports, proposals, bid packages, and subcontractor paperwork
✅ Track certificates of insurance, licenses, permits, and compliance documents
✅ Schedule meetings, inspections, project deadlines, and appointments
✅ Process purchase orders, invoices, and vendor payments
✅ Coordinate communication between office staff, project managers, subcontractors, vendors, and clients
✅ Assist with payroll data collection, employee records, and timesheets
✅ Manage online work order platforms for our national clients
✅ Order office supplies and support daily office operations
✅ Assist with project closeout documentation and record retention
✅ Attend occasional company-sponsored networking events
✅ Help promote a positive, team-oriented office culture