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Answer office phones, return missed calls, and manage general office communications
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Enter and track customer leads for estimators
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Handle general billing for all company services
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Maintain organized records of estimates, invoices, bids, and contracts
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Process accounts receivable, including deposits and invoice payments
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Process accounts payable and ensure bills are paid accurately and on time
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Communicate weekly payroll hours to an external payroll provider (including certified payroll when applicable)
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Provide onboarding information for new hires
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Coordinate with insurance agents and carriers; supply documentation and support insurance audits
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Submit bids, invoices, and documentation for general contractors and large clients
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Maintain organized filing systems for:
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Fleet vehicles
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Bids and quotes
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Invoices and insurance policies
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Employee records
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Loans and financial documents
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Submit financial information to CPAs and lenders as requested
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Make federal and state tax payments
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Stay current with IFTA and HUT requirements for commercial fleet vehicles
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Assist with paperwork related to purchasing or selling vehicles, equipment, or property
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Check and distribute mail daily
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Maintain clear, professional communication with customers, vendors, accountants, attorneys, and state or town officials
Qualifications -
Minimum 5 years of experience in office administration or a similar role
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References required for each place of employment
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Proficiency (or ability to become proficient) in:
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Microsoft Excel and Word
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Email communication
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QuickBooks
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General computer systems
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Strong organizational skills with the ability to manage multiple daily tasks efficiently
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Professional written and verbal communication skills
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High attention to detail and confidentiality
Compensation & Benefits -
Pay: $30–$40/hour, depending on experience
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Annual equivalent: Approximately $60,000–$75,000
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Paid Time Off:
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2 weeks paid vacation (increases by 1 additional week every 5 years)
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11 paid holidays
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3 personal days
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Health insurance offered after 6 months of employment
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Company-provided shirts and sweatshirts
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Company-paid licenses, certifications, and continuing education
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Overtime opportunities available
This role is ideal for a proactive Office Administrator who thrives in a fast-paced environment and enjoys being the central point of organization and communication.
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