Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Description

The Administrative Assistant provides essential administrative and operational support to the construction and restoration team by managing office operations, coordinating project documentation, and facilitating effective communication between internal teams, clients, vendors, and property stakeholders. This role also supports accounting functions, including accounts receivable, expense tracking, payroll support, and financial reporting. Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment are critical to success in this role.

The Administrative Assistant provides essential administrative and operational support to the construction and restoration team by managing office operations, coordinating project documentation, and facilitating effective communication between internal teams, clients, vendors, and property stakeholders. This role also supports accounting functions, including accounts receivable, expense tracking, payroll support, and financial reporting. Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment are critical to success in this role.

• Follow all company safety policies, OSHA guidelines, and site-specific safety requirements.
• Maintain awareness of construction and restoration jobsite hazards and support safe office-to-field coordination.
• Assist in maintaining safety documentation, including permits, incident reports, training records, and compliance logs.
• Report safety concerns, incidents, or near-misses to management promptly.
• Support compliance with insurance, regulatory, and contractual requirements related to construction, restoration, and property management activities.
• Ensure proper handling and confidentiality of sensitive documents and information.

• Answer, screen, and direct phone calls, emails, and other correspondence in a professional manner.
• Maintain complete and accurate project documentation, including proposals, contracts, permits, insurance documentation, and inspection reports.
• Order, track, and maintain office supplies and equipment inventory.
• Create, organize, and maintain efficient digital and physical filing systems.

• Prepare, process, and track project documentation, including contracts, work orders, change orders, and project close-out files.
• Assist with scheduling site visits, inspections, meetings, and project milestones.
• Track project timelines and update internal reports to reflect current project status.
• Coordinate documentation and communication between field teams, project managers, vendors, and clients.

• Create and process invoices; manage accounts receivable transactions.
• Prepare and send client invoices and follow up on outstanding balances.
• Assist with payroll processing, timecard verification, and labor tracking.
• Reconcile vendor statements and support timely vendor payments.
• Maintain accurate financial records related to projects and office expenses.
• Support month-end and year-end closing activities.
• Assist with preparing financial and operational reports for management and auditors.

• Provide administrative support for residential and commercial property management operations.
• Assist with tenant, property owner, and vendor communication regarding maintenance, repairs, and restoration projects.
• Coordinate work orders, service requests, and vendor scheduling for managed properties.
• Maintain property files, including leases, insurance certificates, permits, warranties, and inspection records.
• Track maintenance schedules, compliance documentation, and service completion for properties.
• Support billing, invoicing, and documentation related to property management services.

• Serve as a primary point of contact for clients, tenants, and property stakeholders, responding to inquiries professionally and promptly.
• Provide project updates and documentation as requested by clients and internal teams.
• Coordinate with construction and restoration teams to ensure clear communication and timely service delivery.

• Prior experience in the construction or restoration industry preferred.
• High school diploma or equivalent required; associate’s degree in business, accounting, or a related field preferred.
• Minimum of 2 years of administrative support experience, with exposure to accounting or bookkeeping functions (construction/restoration experience preferred).
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proven ability to collaborate with multiple stakeholders across departments.
• Highly organized with the ability to prioritize and manage multiple tasks effectively.
• Strong mathematical and analytical skills related to invoicing, accounts receivable, and expense tracking.
• Valid driver’s license in good standing.
• Familiarity with…