Assistant Office Manager​/Administrator

Assistant Office Manager / Administrator - Own the Back Office, Keep the Operation Moving

West Chester, PA | On-Site

Be the hub that keeps a busy construction and property operation on track

You'll run the office, keep the books clean in Quick Books, and make sure rental and property activity is organized, accurate, and up to date.

This is the seat where accounting, construction projects, and property management all intersect.

You're the person the owners, project teams, tenants, and vendors rely on to know what's going on and where everything stands.

If you've juggled office management, bookkeeping, and property or construction admin before, we want to talk to you.

You'll touch every part of a small but active building and property operation:

• Day-to-day Quick Books accounting and job cost tracking
• Vendor bills, client invoices, AP and AR support
• Rental properties, leases, tenants, and payment activity
• Property admin: work orders, vendors, compliance documents
• Office coordination, calendars, and client/vendor communication
• Proposals, contracts, change orders, and project paperwork
• Tracking sheets, rent rolls, and simple reports in Excel
• Basic marketing materials, website updates, and client outreach

You'll be working daily in Quick Books and Excel, plus the usual email and office tools that keep a small, hands-on operation moving.

This is a seat for a doer who likes having their hands in the books, the projects, and the properties at the same time.

• Entering and reconciling transactions in Quick Books, including job costs, vendor bills, client invoices, and expenses
• Preparing basic financial reports, aging summaries, and job-cost updates for the owners
• Supporting accounts payable and receivable, including vendor payments and client billing follow-up
• Maintaining organized digital and paper financial files and assisting with year-end and tax-prep packages
• Tracking rental properties, leases, and tenant records
• Processing rent collections, deposits, late notices, and payment applications
• Coordinating routine property admin: work orders, vendor scheduling, and owner reporting
• Keeping property files, insurance certificates, and compliance documents current
• Serving as main office point of contact for calls, email, clients, vendors, and field staff
• Managing calendars, scheduling, and meeting coordination for ownership and project leads
• Preparing proposals, contracts, change orders, and project correspondence as needed
• Maintaining filing systems, permits, insurance, licenses, company records, and ordering office/job-site supplies
• Supporting payroll administration and employee onboarding paperwork
• Using Excel for tracking sheets, budgets, rent rolls, and simple reports
• Helping with marketing materials, website updates, and client communications as needed

• 3+ years of office management, bookkeeping, or administrative experience
• Background ideally in construction, property management, or a small professional firm
• Strong working knowledge of Quick Books (Desktop or Online)
• Solid Excel skills: formulas, sorting, filtering, and clean tracking spreadsheets
• Experience with rent collection, leases, or property records preferred
• Highly organized, detail-oriented, and comfortable juggling multiple priorities
• Clear written and verbal communication; professional with clients and trades
• Ability to handle confidential financial and tenant information
• Reliable, self-directed, and comfortable in a small-team environment

You've been the "go-to" admin or office manager in a small construction, renovation, or property setting, where you owned Quick Books, kept leases and rent rolls straight, and knew exactly what each project and property…