Office Assistant

Company DescriptionEnergy Fencing, Inc. is a full-service fence installation and miscellaneous metal work contractor, serving clients throughout New York and the Tri-State area since 2015. We specialize in delivering high-quality perimeter security and custom metal solutions for residential, commercial, and public sector projects. Guided by our belief that “with energy, anything is possible,” we are committed to excellence, professionalism, and reliable execution across every project we undertake.We are seeking a versatile and driven Office Assistant to support daily operations while contributing to the overall efficiency of the organization. This role combines administrative support, CRM management, customer communication, and basic Accounts Receivable and Accounts Payable coordination. The ideal candidate is highly organized, detail-oriented, and capable of working collaboratively with internal teams and executive leadership in a fast-paced environment.Role DescriptionCore Responsibilities1. Administrative Execution & Office SupportManage incoming calls, emails, and customer inquiriesCoordinate schedules, site visits, and internal meetingsPrepare contracts, insurance documents, and project paperworkMaintain organized filing systems and documentationEnsure all administrative tasks are completed accurately and on time2. Customer Communication & Sales SupportRespond to all customer inquiries in a timely and professional mannerFollow up on estimates, proposals, and pending contractsTrack communication to ensure no lead or client is left unattendedMaintain consistency across all communication channelsMaintain daily communication cadence with team members across admin, estimating, and operationsUse the appropriate channel based on urgency: Phone for immediate or time-sensitive matters. Text for quick updates, confirmations, and field coordination. Use email for formal communication, documentation, and detailed instructionsEnsure all critical communication is captured and documented in the CRM for visibility and accountability3. CRM Management & Data IntegrityInput and maintain all leads, estimates, and project updatesEnsure all notes, tasks, and statuses are currentTrack follow-ups and enforce accountabilityIdentify stagnant leads, boards or outdated records and escalateMaintain real-time operational visibility through disciplined CRM usage4. Accounts Coordination (AR/AP Support)Track invoices, receipts, and payment schedulesAssist with Accounts Receivable and Accounts Payable follow-upsCoordinate with bookkeeper on data entry and reconciliationsMaintain organized financial recordsSupport collections and vendor communicationWrite checks and pay vendors5. CPRs & Compliance Documentation ManagementThis is a critical function tied directly to public work, cash flow, and risk mitigation.Prepare and track Certified Payroll Reports (CPRs) for all applicable projectsEnsure weekly or monthly CPR submissions are completed accurately and on timeMaintain records of: Employee classifications, Wage rates and fringe benefits, Job allocations and hours worked, Coordinate with payroll, field teams, and bookkeeping to verify accuracyTrack and organize lien waivers, Insurance certificates (COIs), Subcontractor compliance documents ,AIA billing support documentationEnsure all compliance documentation aligns with: Contract requirements, Agency requirements (SCA, DDC, NYCHA, Port Authority, etc.)Monitor submission deadlines to prevent penalties, payment delays, or violationsMaintain a compliance tracker for each project to ensure nothing is missing or expired6. Operational Oversight Monitor daily workflow across admin and estimatingAssist in assigning and tracking responsibilitiesIdentify inefficiencies, delays, or breakdownsEnsure no task, lead, or requirement is overlookedSupport scheduling coordination with operations7. Estimating & Pipeline SupportLog and assign incoming leadsTrack estimate progress and follow-upsEnsure estimates are complete and reviewedSupport bid sourcing and pipeline developmentRequirements:Previous experience in an administrative, office coordinator, or executive assistant role.Basic knowledge and hands-on experience in Accounts Payable and Accounts Receivable.Proficiency in Microsoft Office (especially Excel), QuickBooks, and CRM tools like Monday.com.Strong organizational and multitasking skills with high attention to detail.Clear and confident communication, both verbal and written.Ability to work independently, prioritize tasks, and meet deadlines.Comfort working with cross-functional teams including accounting, operations, and leadership.Qualifications:Previous experience in administrative, executive assistant, or office coordinator roles.Strong organizational and multitasking abilities with excellent attention to detail.Proficiency in CRM systems (e.g., Monday.com ) and Microsoft Office Suite.Clear and confident communication, both verbal and written.Comfortable liaising with cross-functional teams, including accounts and operations.Ability to work independently, take initiative, and adapt in a fast-paced environment.Previous experience in construction complianceBachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).Join Energy Fencing and contribute to the success of our growing company. If you possess the required skills and are ready to take on a dynamic role in office administration, we invite you to apply.To apply, please submit your resume and a cover letter detailing your relevant experience to [jaydanp@energyfencing.com].Salary: $22-29/Hr