Office Administrator

Job Description: Office Administrator

Company: ESS of FL, Inc.

Location: Lehigh Acres, FL

Schedule: Full-Time | Monday – Friday | 7:00 AM – 3:30 PM

Reports To: Director of Finance

Position Summary

We are seeking a bilingual (English–Spanish), highly organized, and proactive Office Administrator to support daily operations in our construction office. This role plays a critical part in maintaining accurate financial processes, coordinating office operations, and ensuring clear communication between the office, field teams, and trade partners.

The ideal candidate is detail-oriented, resourceful, and confident in managing administrative and financial tasks independently. Prior experience in a construction or trade-related environment is strongly preferred.

Fluency in English and Spanish is required.

This role has potential to grow into an Office Manager position for the right candidate as responsibilities expand over time.

Key Responsibilities

• Handle Accounts Receivable (A/R) and Accounts Payable (A/P) activities in collaboration with the Director of Finance
• Process payroll and maintain accurate timekeeping records
• Record daily financial transactions
• Request and track waivers/lien releases
• Follow up on payments for completed work
• Order and manage office supplies
• Coordinate repairs and maintenance for fleet vehicles and construction equipment
• Answer and direct incoming phone calls in a kind, courteous, and professional manner
• Maintain organized digital and physical filing systems
• Track and document safety meetings, training, and compliance
• Support pre-construction administrative tasks
• Issue and track change orders
• Monitor and document supplier pricing
• Assist with hiring – applicant tracking and employee file management

Required Skills & Qualifications

• Minimum 4+ years of office experience (construction industry preferred)
• Strong working knowledge of QuickBooks (Contractor edition is a plus)
• Experience with A/P, A/R, and payroll processing
• Professional written and verbal communication skills in English; conversational Spanish required
• Strong organizational skills and exceptional attention to detail
• Ability to work independently, prioritize tasks, and follow through consistently
• Comfortable following up on payments and enforcing deadlines
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams)
• Willingness to adopt new technologies, including AI tools, to improve efficiency
• Proven history of reliability, tenure in previous roles, and trustworthiness
• Possess a Growth Mindset—open to learning, adapting, and taking on new challenges
• Appreciates and thrives in a quiet, calm office that supports thoughtful and intentional work

Preferred Qualifications

• Some college education or degree is preferred
• Prior experience in a construction or trade-related office
• Familiarity with lien release processes and construction documentation

Compensation & Benefits

• Competitive salary based on experience and skill set: $54,000 - $62,000/year
• Paid Holidays
• Paid Vacation Time

About Us

ESS is a multi-generational, family-owned construction company specializing in structural concrete and masonry. As the successor to Elite Structural Services, we have proudly served Southwest Florida for over 25 years.

We are guided by principles of honesty, integrity, and a commitment to faith-based values. We strive to cultivate a workplace culture grounded in respect, purpose, accountability, servant leadership, and excellence.

Pay: $52,000.00 - $62,000.00 per year

Benefits:

• Paid time off
• Professional development assistance

Work Location: In person