Administrative Assistant

The Administrative Assistant plays a key role in supporting daily office operations and maintaining efficient administrative processes across multiple departments. This position is responsible for ensuring accuracy in financial and employee records, providing dependable administrative support, and maintaining confidentiality at all times. The ideal candidate is highly organized, detail-oriented, and able to work independently in a fast-paced environment.

Key Responsibilities

Office & Administrative Support

· Manage office supply inventory, monitor usage, and coordinate timely reordering

· Answer incoming phone calls and route them to appropriate contacts

· Prepare, organize, and maintain onboarding documentation for subcontractors.

Accounting & Finance Support

· Perform accurate data entry in QuickBooks, including accounts receivable posting

· Create, process, and maintain purchase receipts and invoice documentation

· Assist with invoicing, tracking collections, and coordinating related paperwork

· Support reconciliation tasks and maintain clean, organized digital financial records

Operational & Compliance Support

· Assist with management of vehicle registrations, renewals, and supporting documentation

· Maintain accurate logs, digital filing systems, and compliance-related records

· Assist with preparation of reports, schedules, and administrative summaries as needed

New Hire & Employee Onboarding

· Learn and effectively utilize the BambooHR system to support HR and onboarding processes

· Coordinate and complete all new-hire onboarding tasks, including distribution and collection of the employee handbook, tax forms, and direct deposit information

· Serve as the primary point of contact for new hires regarding onboarding requirements and documentation

· Ensure all required paperwork is accurately completed, collected, and submitted prior to the employee’s start date

· Maintain organized, accurate, and confidential employee records in compliance with company policies and applicable regulations

Required Skills & Qualifications

· Strong attention to detail, accuracy, and organizational skills

· Self-motivated with the ability to work independently and anticipate administrative needs

· Ability to exercise discretion, confidentiality, and sound judgment when handling sensitive information

· Proficiency in QuickBooks, Microsoft Office, and general computer systems

· Strong verbal and written communication skills

· Ability to manage multiple tasks and deadlines while maintaining quality

Preferred Qualifications

· Prior experience in administrative, accounting, or office coordination roles

· Experience working in a multi-platform administrative environment (HR systems, accounting software, etc.)