Office Manager/Confidential Secretary

Job Overview
We are seeking an energetic and detail-oriented Confidential Secretary to join our dynamic team. This vital role combines front desk responsibilities with confidential administrative support, ensuring smooth daily operations and exceptional customer service. This role requires a high degree of integrity, as you will handle sensitive information. The ideal candidate will be a proactive communicator, highly organized, and capable of managing multiple tasks efficiently. This position offers an exciting opportunity to be the welcoming voice of our organization while supporting various office functions with professionalism, integrity, and enthusiasm.

Responsibilities

• Greet potential customers and clients warmly, providing excellent customer service at all times
• Manage multi-line phone systems, directing calls accurately and courteously
• Handle incoming and outgoing correspondence, including emails, mail, and packages
• Maintain appointment calendars, schedule meetings, and coordinate appointments using calendar management tools
• Perform data entry, filing, and document proofreading to ensure accuracy and organization
• Assist with office management tasks such as supply inventory, equipment maintenance, and record keeping
• Support bookkeeping activities using QuickBooks or similar accounting software when needed
• Provide administrative support, including typing reports, managing Microsoft documents, and supporting personal assistant duties as required
• Assist with onboarding of new employees
• Assist in the preparation and secure filing of confidential bid packages for future work
• Contract Management, including maintaining organized records of subcontractor agreements, insurance certificates, payroll reports, lien waivers, submittals, contract closeout, etc.
• Ensure a clean work environment throughout the office

Qualifications

• Proven office experience with strong clerical skills and familiarity with office management procedures
• Excellent computer literacy, including proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace applications
• Experience with multi-line phone systems and phone etiquette to handle inquiries professionally
• Strong organizational skills with the ability to prioritize tasks efficiently and manage time effectively
• Attention to detail for proofreading documents and data entry accuracy
• Previous experience as a receptionist or in customer support roles preferred, especially in construction settings
• Previous experience with contract management in a construction setting
• Knowledge of QuickBooks or bookkeeping experience is a plus
• Public Notary or willingness to become one once hired
• Knowledge of sitework, asphalt, and septic construction is advantageous for supporting the specialized services we provide

Join us to be a key part of a vibrant team dedicated to delivering outstanding service while fostering a positive work environment. We value proactive individuals who thrive on organization, communication, and making every visitor feel welcomed!

Pay: $20.00 - $25.00 per hour

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Work Location: In person