Job Description

Role Overview:

This is a hybrid role combining bookkeeping, administrative coordination, and executive support . You’ll be the go-to person for managing billing, insurance and permit tracking, answering phones, and helping keep the President organized. Ideal for someone who thrives in a fast-paced environment and can juggle multiple priorities without letting details slip.

Key Responsibilities:

Bookkeeping & Billing

• Manage QuickBooks entries, reconcile accounts, and track job costs
• Create and submit subcontractor billings and track payments
• Assist with client invoicing and track outstanding receivables
• Support monthly and quarterly financial reports

Office Admin

• Answer incoming office calls and route messages or schedule follow-ups
• Maintain filing systems (digital & paper) for contracts, permits, insurance, etc.
• Order office supplies and coordinate with vendors as needed

Permit & Insurance Tracking

• Maintain up-to-date records of subcontractor insurance COIs
• Follow up before expiration dates for renewals and compliance
• Track project permit expiration dates and coordinate timely extensions or renewals

Executive Support

• Maintain the President’s calendar, prioritize daily tasks, and set reminders
• Take notes and create action lists for internal meetings
• Follow up with staff on open items, punchlists, and task deadlines
• Organize key documents and communications for clients and subs

Qualifications:

• 3–5 years of experience in construction admin, office management, or bookkeeping
• Proficient in QuickBooks, Microsoft Excel, Google Workspace
• Strong organizational skills and attention to detail
• Clear, professional phone and email communication
• Ability to manage multiple responsibilities and follow through independently
• Must be available to work on-site full-time from our Long Island City office

Benefits:

• Paid time off and observed company holidays
• Healthcare contribution and 401K match

Job Tags

Similar Jobs