Job Responsibilities
Office Operations & Executive Support
Office & Tech Management: Oversee daily office operations, including inventory management, supply procurement, and vendor relations. Act as the internal technical champion by adopting new software/hardware and providing troubleshooting support and training to staff.
Strategic Collaboration: Partner with departmental leaders to align on company goals, strategic planning, resource allocation, and personnel/space requirements.
Risk & Compliance Management: Manage company-wide insurance policies (GL, WC, AUTO), partnering with brokers to optimize coverage and cost-effectiveness for executive review.
Project Administration & Compliance
Contract & Regulatory Oversight: Review project contracts, regulations, and guidelines to ensure full operational compliance. Maintain up-to-date business licenses across all operating municipalities.
Project Documentation: Manage and audit project folders, coordinate "Additional Insured" requests, and generate post-project performance evaluation reports.
Lien Management: Oversee the end-to-end preliminary lien process, including the strategic placement and timely release of liens.
Financial Management & Accounting Control
Accounts Payable & Receivable: Oversee the full AP/AR lifecycle, including vendor onboarding, payment approvals, credit/loan account maintenance, client billing, collections, and deposit processing via QuickBooks.
Cash Flow & Financial Control: Act as the financial controller by monitoring daily cash flow, reviewing bank/credit card reconciliations, providing bi-weekly billing reports, and proactively alerting leadership to potential cash-flow fluctuations or short-term funding needs.
Asset & Fleet Management
Fleet Coordination: Serve as the Fleet Manager by overseeing vehicle registrations, insurance compliance, routine maintenance schedules, and necessary repairs. Assist leadership with vehicle acquisitions and liquidations.
Asset Logistics: Fulfill equipment order requests and provide cross-departmental administrative support to yard operations as needed.
Requirements & Qualifications
Experience & Education
Professional Experience: 3 to 5 years of experience in office management, business administration, operations, or a dual Administration/Bookkeeper role.
Industry Knowledge: Experience in construction, contracting, or a trade-based industry is highly preferred due to the specific focus on lien management, safety compliance, and yard/fleet coordination.
Educational Background: High school diploma or equivalent required; an Associate’s or Bachelor’s degree in Business Administration, Accounting, Finance, or a related field is a strong plus.
Technical Skills
Accounting Software: Proficiency with QuickBooks (Desktop) for managing AP, AR, bank reconciliations, and invoicing.
Tech Savviness: Strong aptitude for learning and implementing new software and hardware, with the ability to troubleshoot minor technical issues and train team members.
Office Productivity: Advanced proficiency with MS Office Suite (Word, Excel) or Google Workspace (Docs, Sheets) for reporting and data management.
Specialized Knowledge
Financial Acumen: Solid understanding of cash flow management, accounts payable/receivable cycles, and basic financial reporting.
Lien & Compliance Processes: Familiarity with preliminary liens, conditional/unconditional lien releases, and local business licensing requirements.
Risk & Fleet Management: Experience working with commercial insurance lines (General Liability, Workers' Comp, Auto) and coordinating commercial vehicle fleet maintenance.
Core Competencies & Soft Skills
Bilingual Skills: Bilingual proficiency in English and Spanish is a strong plus, but not required (valuable for communicating effectively with diverse field staff, vendors, and clients).
Adaptability & Problem-Solving: A resourceful self-starter who enjoys wearing multiple hats and can pivot easily between desk work, technical troubleshooting, and yard coordination.
Communication & Collaboration: Exceptional communication skills with the ability to collaborate effectively with field staff, vendors, insurance brokers, and company officers.
Organization & Detail-Orientation: High level of accuracy and attention to detail when managing contracts, project files, legal documents, and financial data.
Company DescriptionWe are a family-owned and operated construction company that has been proudly serving our community since 2012. At our core, we are concrete specialists. We tackle the high-stakes, high-precision world of residential foundations, alongside the necessary excavation and drainage work to get the job done right. If you want to work with a solid, family-ran crew that takes massive pride in their concrete work, this is the place for you.Company DescriptionWe are a family-owned and operated construction company that has been proudly serving our community since 2012. At our core, we are concrete specialists. We tackle the high-stakes, high-precision world of residential foundations, alongside the necessary excavation and drainage work to get the job done right. If you want to work with a solid, family-ran crew that takes massive pride in their concrete work, this is the place for you. Read Less