Admin Assistant - Bookkeeper – Office Administrator

About the Role We are seeking a highly organized and detail-oriented Administrative Assistant with strong bookkeeping, construction administration, and project coordination experience. The successful candidate will play a key role in supporting daily operations, maintaining accurate financial records, coordinating projects, and ensuring exceptional communication with customers, suppliers, and internal teams. This position requires a proactive individual who is comfortable working with modern business technologies, AI tools, cloud-based systems, and construction accounting processes. Key Responsibilities Administrative & Office Support Provide day-to-day administrative support to management and project teams. Maintain organized digital and physical filing systems. Coordinate meetings, schedules, and project documentation. Manage correspondence and ensure timely follow-up on action items. Maintain organized records within Google Drive and company databases. Customer & Supplier Relations Communicate professionally and courteously with customers, suppliers, contractors, and vendors. Respond promptly to emails and inquiries. Track supplier orders, delivery schedules, and project documentation. Maintain positive relationships through excellent customer service. Bookkeeping & Accounting Perform bookkeeping functions including account reconciliation and expense tracking. Prepare and process invoices, purchase orders, and vendor payments. Assist with accounts payable and accounts receivable activities. Monitor project expenses and maintain accurate cost records. Support month-end reporting and financial record maintenance. Construction Administration Manage project documentation and administrative workflows. Prepare and process change orders. Track project budgets and costs. Assist with project billing and progress invoicing. Maintain contract documents, purchase orders, and project files. Support project managers with reporting and administrative requirements. Coordinate document control throughout project lifecycles. Project Management Support Track project milestones, deadlines, and deliverables. Monitor project expenses and budget performance. Maintain project status reports and dashboards. Assist with scheduling and coordination between stakeholders. Technology & Marketing Support Utilize AI tools to improve productivity and workflow efficiency. Create presentations using Microsoft PowerPoint and Google Slides. Design professional documents, presentations, and marketing materials using Canva. Manage spreadsheets and reporting using Microsoft Excel. Utilize Zoho applications for CRM, project management, and business operations. Qualifications Required Minimum 3 years of administrative experience. Experience in bookkeeping and accounting functions. Experience in construction administration and construction accounting. Strong understanding of change orders, billing, invoicing, and project cost tracking. Advanced proficiency with Microsoft Excel. Experience using Zoho CRM and related Zoho applications. Experience with Google Drive and Google Workspace. Strong written and verbal communication skills. Exceptional organizational and time-management abilities. Ability to manage multiple priorities and deadlines. Preferred Experience supporting construction, electrical, lighting, or building projects. Familiarity with project management software. Experience utilizing AI tools for business operations. Knowledge of accounts payable, accounts receivable, and job costing. Canva design experience. Skills & Attributes Highly organized and detail-oriented. Strong problem-solving abilities. Professional and courteous communication style. Self-motivated and proactive. Ability to work independently and as part of a team. Strong analytical and reporting skills. Commitment to accuracy and accountability. Compensation Competitive salary based on experience. Benefits package available. Opportunities for growth and professional development.