Assistant Office Manager

Job Description:

We are looking for a motivated and organized Assistant Office Manager with at least three years of experience, particularly in construction office administration, and proficiency in QuickBooks Online. A bilingual candidate is preferred to assist in communicating with our diverse clientele and subcontractors. The ideal candidate will support various administrative functions while contributing to an efficient office environment.

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Key Responsibilities:

- Assist the Office Manager in overseeing daily office operations, ensuring policies and procedures are followed.

- Manage financial transactions, including accounts payable and receivable, using QuickBooks Online to ensure accurate bookkeeping and reporting.

- Maintain project budgets by tracking expenses and revenue and provide timely updates to project managers and executives.

- Prepare and distribute invoices and monitor payment statuses, following up with clients as needed.

- Coordinate and assist in the preparation of bids, contracts, and change orders, ensuring all documentation is complete and organized.

- Handle payroll processing and maintain accurate employee records, ensuring compliance with applicable labor laws.

- Organize and maintain the filing system for contracts, permits, and project-related documents.

- Act as the primary point of contact for vendors, subcontractors, and clients, ensuring excellent communication and relationship management.

- Perform various administrative tasks, including scheduling meetings, taking minutes, and managing office supplies inventory.

- Facilitate bilingual communication between English-speaking and Spanish speaking] clients and team members.

Job Type: Part-time

Pay: $15.00 - $25.00 per hour

Expected hours: 24 per week

Work Location: In person