Executive Assistant / Administrative Assistant

Job Description

ABOUT JOB

We’re hiring an Executive Assistant / Administrative Assistant to support the President directly and keep day-to-day operations, project admin, and financial workflows running cleanly and on time.

This role is ideal for someone with construction administration experience who can confidently manage QuickBooks, AP/AR, purchase orders, change orders, job costing support, and proposal assembly, while also maintaining strong CRM and communication hygiene in HubSpot and JobTread. You’ll thrive here if you’re highly organized, proactive, and comfortable working in a deadline-driven environment.

What you’ll do

Executive & administrative support

• Manage priorities, follow-ups, and task tracking for the President; keep commitments and deadlines visible.
• Own calendar coordination and scheduling (Google Calendar / Microsoft Outlook), including meeting prep, agendas, and action-item capture.
• Facilitate communication by managing email correspondence and ensuring timely follow-up on action items.
• Draft, proofread, and format professional communications and documents (emails, letters, proposal sections, internal SOPs).
• Maintain organized digital filing across projects and departments (contracts, correspondence, financial docs, closeout items).

Accounting support (QuickBooks + construction workflows)

• Process accounts payable: vendor bills, coding, approvals, payment scheduling, and documentation.
• Support accounts receivable: invoicing, payment tracking, lien waiver collection support (as applicable), and customer statements.
• Assist with job costing hygiene: ensure costs are coded consistently by project, cost code, and vendor.
• Reconcile supporting documentation for expenses, POs, and change orders to keep audit-ready records.

Project administration (JobTread + documentation)

• Support project setup and admin in JobTread (project records, contacts, documents, budgets as assigned).
• Create and track purchase orders and coordinate with vendors/subs for confirmations, lead times, and required paperwork.
• Track change orders: log requests, assemble backup (quotes, scope notes), route for approval, and maintain status.
• Maintain document control for drawings, specs, submittals, and project correspondence.

AI-enabled operations support

• Use AI tools to speed up drafting, summarizing, organizing, and quality-checking work products (emails, meeting notes, proposals, SOPs, and internal documentation).
• Leverage AI to create first-pass versions of templates and checklists for AP/AR, change orders, purchase orders, and proposal assembly.
• Maintain confidentiality and good judgment when using AI (no sensitive financial/customer data entered into tools unless explicitly approved and compliant with company policy).

What success looks like (first 60–90 days)

• AP/AR is processed on time with clean documentation and consistent coding.
• Purchase orders and change orders are tracked end-to-end with clear status and backup.
• JobTread and HubSpot records are current, searchable, and reliable.
• The President’s calendar, follow-ups, and key deliverables are organized and proactively managed.
• Proposals are assembled accurately and submitted on time with minimal rework.
• AI tools are used appropriately to increase speed and consistency without compromising confidentiality.

Required experience & skills

• 3+ years in construction administration (preferred) or similar operations-heavy environment.
• Hands-on experience with QuickBooks (AP/AR, vendor/customer management; job costing exposure strongly preferred).
• Experience with purchase orders, change orders, and project documentation.
• Strong proficiency with Google Workspace and/or Microsoft Office (Docs/Sheets or Word/Excel) and comfort with Google Calendar / Outlook.
• High attention to detail, strong follow-through, and comfort working with deadlines.
• Clear, professional written communication.
• Ability to handle sensitive financial and business information with discretion.

Preferred experience

• Experience with JobTread (or similar construction/project management software).
• Experience with HubSpot (or similar CRM).
• Familiarity with construction job costing concepts (cost codes, committed costs, budget vs. actual).
• Experience supporting proposal/RFP responses in construction, modular, or related industries.
• Comfort using AI tools for business productivity (examples: Gemini, Claude, and Sintra).
• Experience with e-signature tools (e.g., DocuSign) is a plus.

Job Types: Full-time, Part-time

Pay: $24.07 – $28.99 per hour

Benefits:

• Flexible schedule

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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