Administrative Assistant

About the role

The Administrative Assistant will support the Project Accountant II and Project Administrator, ensuring smooth project accounting operations within the restoration sector. This position handles documentation, data entry, communications, and office administration to keep project records accurate and processes efficient.

Key responsibilities

• Provide administrative support: answer calls, manage emails, schedule meetings, maintain calendars, and prepare correspondence.
• Manage project documentation: scan, file, archive, and organize electronic and hard‑copy files for billing, audits, reporting, and closeout.
• Enter and update project data: purchase orders, invoices, and other information in company systems, maintaining logs, reports, and databases.
• Verify completeness of documentation before routing for review or approval and assist with purchase orders and vendor invoices.
• Coordinate with project teams, vendors, customers, and internal departments to obtain required documents.
• Order and maintain office and project supplies while preserving confidentiality of financial and project information.

Required profile

• 1‑3 years of administrative or operations support experience, preferably in construction, restoration, or logistics.
• High school diploma or equivalent; associate or bachelor degree in Business Administration or related field preferred.
• Strong organizational, communication, and collaborative abilities.

Required skills

• Proficiency with Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Experience with scheduling or project‑management tools; familiarity with ERP systems is a plus.
• Ability to maintain databases, track compliance documentation, and support field‑based teams.