Construction Office Support; Administrative & Accounting

Position Summary

Millbrook Building & Remodeling, Inc. is seeking a highly organized, detail-oriented, and dependable Construction Office Support professional to assist with the day-to-day administrative and accounting functions of our growing company. This position supports the owner, construction office manager, estimator, subcontractors, vendors, and clients while helping ensure efficient office operations. The ideal candidate will have experience in construction office administration, bookkeeping, customer service, and Quick Books.

• Answer and direct incoming phone calls.
• Greet visitors and provide professional customer service.
• Manage calendars, meetings, appointments, and bid schedules.
• Prepare correspondence, reports, proposals, meeting minutes, and other documents.
• Maintain electronic and paper filing systems.
• Enter and maintain company and project records.
• Support the construction office manager and estimators with administrative tasks.

• Maintain project files and documentation.
• Track subcontract agreements, permits, inspections, and project closeouts.
• Maintain Certificates of Insurance (COIs), W-9s, and subcontractor records.
• Assist with document control and project administration.

• Communicate professionally with clients, vendors, subcontractors, and team members.
• Address routine office issues and elevate complex matters when necessary.
• Contribute to a positive, team-oriented work environment.

• Process Accounts Payable and Accounts Receivable.
• Enter vendor bills, customer invoices, and payments into Quick Books.
• Prepare customer statements and assist with collections.
• Perform bank and credit card reconciliations.
• Assist with job costing, project budget tracking, and financial reporting.
• Maintain vendor and customer records.
• General Journal Entries and EOY Documents
• Certified Payroll

• Minimum 3 years of administrative experience in a construction office or related industry.
• Minimum 3 years of bookkeeping/accounting experience.
• Minimum 3 years of Quick Books experience.
• Strong proficiency with Quick Books Online and/or Desktop.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Proficiency with Adobe Acrobat or Bluebeam.
• Excellent communication, organizational, and time-management skills.
• Strong attention to detail and accuracy.
• Ability to pick up tasks quickly, work independently, and manage multiple priorities.

• Construction accounting experience.
• Knowledge of job costing.
• Experience supporting Construction Office Managers and Estimators.
• Familiarity with permits, inspections, project closeouts, retainage, change orders, and lien waivers.

This position is primarily office-based and requires prolonged periods of sitting and computer work. The employee must be able to:

• Sit for extended periods.
• Frequently use a computer, keyboard, calculator, and telephone.
• Communicate effectively in person, by phone, and in writing.
• Occasionally stand, walk, bend, and reach.
• Lift and carry office supplies and files up to 20 pounds to the second floor.

Must be pet friendly as dogs are on premises.

• Salary Range: $36,000 - $64,000 annually, based on experience and qualifications.
• Schedule:
  
  Full-Time, In-House Position – Monday to Friday, 7:30 AM – 4:00 PM (not remote).

• Health Insurance
• SIMPLE IRA Retirement Plan
• Paid Holidays
• Paid Time Off (PTO)
• Vacation Time (PTO)

Millbrook Building & Remodeling, Inc. is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.