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
Holiday work, Full time, For subcontractor,