Executive Assistant & Office Administrator (Construction)

Company Overview

Based in Fort Lauderdale, our construction firm specializes in high-quality projects requiring meticulous attention to detail. We are seeking a dedicated professional to manage our back-office operations, ensuring that both our financial records and our project permits are handled with precision and efficiency.

Role Objective

This position is responsible for the seamless integration of financial management and project administration. The ideal candidate will be an expert in QuickBooks Desktop and possess a deep understanding of the South Florida permitting process. You will provide the administrative infrastructure that allows our field operations to run without delay.

Key Responsibilities

• Fiscal Management (QuickBooks Desktop): Execute all bookkeeping functions within QuickBooks Desktop, including accounts payable, receivable, and job costing. Prepare vendor payments for executive approval and signature.
• Permitting & Project Administration: Navigate the municipal permitting process from application to closeout. Coordinate with engineers, architects, and the City of Fort Lauderdale/Broward County building departments to ensure all documentation is compliant and deadlines are met.
• Banking & Disbursement: Manage secure banking portals (view-only) to reconcile accounts. Facilitate a hybrid payment workflow, ensuring vendors are paid via physical checks or secure digital authorizations during executive travel.
• Vendor & Subcontractor Compliance: Collect and verify COIs, lien waivers, and W-9s before processing disbursements.
• Executive Support: Maintain operational continuity by providing real-time financial and project updates to ownership.

Candidate Requirements

• Software Expertise: Mastery of QuickBooks Desktop is mandatory. Proficiency in Microsoft Excel and digital signature platforms (e.g., DocuSign) is required.
• Permitting Experience: Proven experience handling construction permits within Florida. Familiarity with local building department portals is a significant advantage.
• Professionalism: Ability to handle sensitive financial data with absolute discretion and maintain professional correspondence with high-end clients and city officials.
• Industry Acumen: Strong understanding of construction workflows, including the "early start" nature of the industry.

Compensation

• Competitive salary based on technical expertise.
• Professional office environment in Fort Lauderdale.

Pay: $18.00 - $25.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Fort Lauderdale, FL 33304