Office Assistant to Fence Company

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We are seeking a proactive and organized Office Assistant to support the daily operations of our construction company. This role is responsible for a variety of clerical and administrative duties that contribute to smooth office workflows and help maintain efficient project operations. The ideal candidate is detail-oriented, reliable, and can thrive in a fast-paced, construction-focused environment.

Key Responsibilities:

• Reception and Communication: Greet visitors and answer phone calls, providing friendly and professional assistance. Direct calls and messages to appropriate team members and respond to general inquiries.
• Document Management: Organize, file, and maintain project files, blueprints, contracts, permits, and other essential documents. Ensure all documentation is complete, accurate, and accessible for project teams.
• Scheduling and Coordination: Assist in scheduling meetings, site visits, and appointments for project teams. Coordinate calendars and support project timelines to help teams stay on schedule.
• Data Entry and Reporting: Accurately enter project-related data into spreadsheets, databases, or software systems. Generate reports on inventory, project status, and budgets as required.
• Order and Inventory Management: Track and manage office and construction site supplies. Coordinate with vendors to order necessary materials and supplies, ensuring they are delivered in a timely manner.
• Compliance Support: Assist with maintaining regulatory compliance records and support the preparation of necessary permits, licenses, and inspections documentation.
• Payroll and Invoice Processing: Support payroll and billing processes by collecting and verifying timesheets, expense reports, and invoices. Assist in submitting invoices for payments and handling basic bookkeeping tasks.
• Team Support: Provide general administrative support to office staff and project managers as needed. Help prepare for meetings by organizing materials and ensuring the conference room is ready.

Qualifications:

• Education: High school diploma or GED; an associate degree in business administration or Construction experience a plus.
• Experience: Previous experience in office administration, ideally within the construction or engineering industry.
• Skills:
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication abilities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiar with office management software.
• Ability to handle multiple tasks simultaneously and adapt to a dynamic environment.
• Basic knowledge of construction terminology and processes is preferred.
• Familiarity with accounting software and data entry is a plus.

Working Conditions:

• Primarily an office environment,
• Ability to lift office supplies up to 25 lbs.

Job Type: Full-time

Pay: $17.00 - $18.00 per hour

Benefits:

• 401(k)
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person