Job at a glance
Construction Administrative Assistant Job Description The Administrative Assistant provides front desk and office support while managing detailed construction-related billing for the Connecticut office. This role answers and directs calls from the main phone line, greets visitors, and works closely with project managers to ensure accurate invoicing and billing reconciliation. The position supports project accounting through the use of Sage, Textura, and other billing systems, and contributes to overall office organization and administrative efficiency.
This is a contract role with the potential to transition into a permanent opportunity. Responsibilities Answer and direct calls from the company’s main phone line in a professional and courteous manner. Greet and assist visitors, clients, vendors, and guests at the front desk, ensuring a positive and welcoming experience. Process and manage construction-related billing activities accurately and efficiently, handling 10 to 15 detailed invoices per month ranging from approximately $100,000 to $1,000,000.
Work hand in hand with project managers to review, validate, and ensure the accuracy of all billing and invoicing details. Support invoicing and billing reconciliation for the Connecticut office, ensuring timely and precise processing. Utilize Sage, Textura, and other ERP or billing systems to support project accounting and billing processes. Maintain office organization, including managing documents, files, and supplies, to support leadership and staff.
Provide general administrative support such as data entry, document management, and reporting as needed. Assist with customer service-related interactions, responding to inquiries and routing information appropriately. Jump in to support various office functions and special projects as business needs arise, demonstrating flexibility and initiative. Essential Skills Proven administrative support experience, preferably in a professional office environment.
Demonstrated experience in construction billing or similar complex billing processes where accuracy is crucial. Strong proficiency with Microsoft Office applications for documents, spreadsheets, and email communication. Experience with ERP or billing software systems more robust than basic accounting tools such as QuickBooks. Ability to work with Sage and Textura or similar billing platforms to support project accounting processes.
Excellent written and verbal communication skills to interact effectively with internal staff and external visitors. High attention to detail and accuracy, especially when processing large and complex invoices. Strong customer service skills with a professional and courteous demeanor at the front desk. Ability to manage multiple tasks, prioritize workload, and meet deadlines in a busy office environment.
Additional Skills & Qualifications Experience in a construction-related environment or familiarity with construction billing practices is highly beneficial. Comfort working with detailed financial documentation, reconciliations, and invoice tracking. Ability to collaborate closely with project managers and leadership to support project and billing needs. Willingness to take on special projects and additional office responsibilities as needed.
Interest in a contract role with the potential to transition into a permanent position. Work Environment This role is fully onsite in the Connecticut office, working first shift at the front desk. The position involves light foot traffic in the office, with regular interaction with visitors, clients, vendors, and internal staff. The Administrative Assistant works in a professional office setting using technologies such as Microsoft Office, Sage, Textura, and other ERP or billing systems.
The environment emphasizes accuracy in handling detailed, high-value invoices and supports a collaborative culture where team members step in to assist with various office functions and special projects as business needs arise. Pr