Construction Clerical Assistant

CFONE, Inc. • Full-time • Gaithersburg, Maryland, United States • $20 / hour • 1w ago

Job Summary:
A&A General Contracting Pros is a start-up company, based in Gaithersburg, Maryland, specializing in residential and commercial remodeling and renovations. We are seeking a detail-oriented and highly organized Administrative Assistant to join our back office. The Administrative Assistant will support our office operations, assist with bookkeeping tasks in QuickBooks, and perform various administrative and clerical duties. The ideal candidate must have a strong understanding of residential and commercial construction and remodeling, with the ability to work independently, manage multiple tasks, and thrive in a fast-paced environment. Proficiency in using Microsoft Office products, in particular Excel, is required, and expertise would be a huge plus. The Administrative Assistant will be an integral part of ensuring smooth office operations, including customer relations, vendor communications, project tracking, and various other tasks. This position requires a highly motivated individual who can balance office administration and duties related to managing company financials seamlessly. Occasional travel to trade shows may be required.

PLEASE NOTE: This is an in-office, in-person position – not remote.

Key Responsibilities:
:

Answer phones and respond to general inquiries, ensuring professional phone etiquette.
Reply to emails, maintain Outlook calendars, and schedule meetings for management.
Organize and file office documents, contracts, and supplies in a systematic manner.
Maintain office supplies inventory and place orders when necessary.
Prepare, transcribe, and edit correspondence, letters, reports, and other documents.

Track and maintain orders and inventory of materials for multiple construction and remodeling projects.
Assist in onboarding new clients, drafting contracts, and tracking project changes through management software.
Manage Certificates of Insurance (COI) by liaising with insurance agents and submitting to contractors.
Set up digital folders for standardized forms required by contractors, such as safety and security forms.
Track background checks, OSHA reporting, and pre-training requirements for contractors and installers.
Monitor daily project reports and schedules to ensure construction timelines are met.
Coordinate between builders, subcontractors, agents, and vendors to maintain workflow.
Ensure marketing materials are current, organized, and replenished as necessary.

Perform basic bookkeeping duties, such as tracking accounts receivable, processing invoices, and uploading invoices to third-party websites.
Record checks and ACH payments, prepare bank deposits, and occasionally pay bills.
Download client credit card payments and reconcile QuickBooks deposits monthly.
Allocate credit card charges to appropriate expense accounts each month.
Assist with government reporting forms, such as 941 quarterly reports, withholding deposits, and sales tax deposits.
Manage contract billing and tracking on third-party websites, including processing pay applications and change orders.

Minimum of 2 years of Administrative Assistant experience, preferably with 1 year in a construction or remodeling environment.
Minimum of 2 years of bookkeeping experience.
Experience with QuickBooks and proficiency in performing bank reconciliations.
Strong understanding of basic financial concepts and bookkeeping for small businesses.
Proficiency in Excel and the MS Office Suite, with the ability to maintain accurate spreadsheets and financial records.
General understanding of construction industry processes and terminology is highly preferred.
Bilingual in English and Spanish is a must, with strong written and verbal communication skills in both languages.
Ability to type at least 45 words per minute.
Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively.
Strong interpersonal skills, with the ability to build relationships with vendors, clients, and internal staff.
Ability to work independently while also functioning as a key member of a team.
Punctual, responsible, and highly reliable with a strong work ethic.
Demonstrated ability to manage multiple projects simultaneously while meeting tight deadlines.
Experience with maintaining customer relations, supporting project documentation, and ensuring all paperwork is filed appropriately.
Ability to exercise sound judgment and handle sensitive information with discretion.
High School Diploma or Higher Education required

Physical Requirements:
This role involves the consistent use of office equipment such as computers, copiers, and filing cabinets. Substantial repetitive motions of the wrists, hands, and fingers are required for typing and other tasks. Occasional movement within the office to access various equipment or files is necessary.

Job Type:

Full-time

Compensation:

: $22.00 per hour
:
Paid personal time off (PTO) leave (two weeks per year) plus paid federal holidays (11 observed per year)[KV3]
Health, dental, and vision insurance
401(k) benefits with employer matching

Work Schedule:

Monday to Friday, 8:00 AM to 5:00 PM (including occasional weekend coverage)

Disclaimer:
This job description is intended to provide a general overview of the position. It is not an exhaustive list of duties, responsibilities, or qualifications required. Duties, responsibilities, and activities may change at any time with or without notice. Employees may be required to perform tasks outside of their usual scope of work, as needed.

Equal Opportunity Employer Statement:
We are an equal opportunity employer and are committed to providing a workplace free from discrimination. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or any other characteristic protected by law.

Why Join Us?
We offer an environment where professionals can grow and thrive. Our benefits package includes medical, dental, and vision insurance, 401(k) matching, paid company holidays, and vacation. We’re committed to supporting our employees’ personal and professional development, offering numerous opportunities for growth within our organization.

Job Type: Full-time

Pay: $20.00 per hour

Benefits: