Administrative Specialist

Construction Administrative, Payroll & Accounting AssistantPosition OverviewWe are seeking a dependable, organized, and detail-oriented Construction Administrative, Payroll & Accounting Assistant to support our accounting department, payroll processing, project management team, and company owner. This role also serves as the front desk point of contact and is ideal for someone who enjoys working in a fast-paced office environment while managing a variety of administrative and accounting-related responsibilities.The ideal candidate is professional, proactive, and comfortable handling confidential information with accuracy and discretion.Key ResponsibilitiesAdministrative SupportProvide day-to-day administrative support to the accounting department, project manager, and company ownerContract adjustments, Change Order Processing/TrackingMaintain organized digital and physical filing systemsAssist with scheduling, document preparation, and general office coordinationSupport project-related administrative tasks as neededAccounting & Payroll SupportCollect Daily Reports from Foremen and extrapolate pertinent information into a daily trackerMaintain accurate certified payroll documentation and compliance recordsEnter and maintain accurate financial and employee dataVerify and track incoming subcontractor invoices using a daily tracking system maintained by this positionEquipment Mobilization TrackingEnsure invoices are properly documented, coded, and submitted for processing in a timely mannerAssist with invoice tracking, expense reporting, vendor communication, and job costing supportSupport accounting staff with administrative and clerical dutiesFront Desk ResponsibilitiesServe as the front desk receptionist for the officeAnswer and direct a small volume of incoming phone calls professionallyGreet visitors and provide general office assistanceHandle incoming mail, deliveries, and office correspondenceQualificationsPrevious administrative, office assistant, or accounting support experience preferredCertified payroll experience is requiredJob costing experience is requiredStrong understanding of payroll and accounting proceduresStrong organizational and multitasking abilitiesExcellent communication and customer service skillsAdvanced proficiency in Microsoft Excel is required, including the ability to work with pivot tables, VLOOKUP/XLOOKUP functions, formulas, data analysis, reporting, and spreadsheet managementProficient in Microsoft Office (Word, Excel, Outlook)Ability to maintain confidentiality and professionalismStrong attention to detail and reliabilityTechnical Skills RequiredAdvanced Microsoft Excel skills with the ability to create and manage complex spreadsheetsExperience using pivot tables, VLOOKUP/XLOOKUP, formulas, conditional formatting, filtering, sorting, and data reconciliationAbility to analyze data, generate reports, and maintain accurate job costing and payroll recordsStrong computer and office software proficiencyPreferred QualitiesSelf-motivated and willing to learnAbility to prioritize tasks and work independentlyPositive attitude and team-oriented mindsetComfortable working directly with management and multiple departments