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Office Administrator

Direct Hire or Temp-to-Hire Opportunity
Anticipated Salary: $60,000–$75,000 annually (or $30–$40/hour, depending on experience)

Our client is seeking an experienced Office Administrator to manage daily administrative, financial, and operational office functions. This is a key role for a highly organized professional who can balance multiple priorities, communicate effectively, and keep office operations running smoothly.

Key Responsibilities

• Answer office phones, return missed calls, and manage general office communications

• Enter and track customer leads for estimators

• Handle general billing for all company services

• Maintain organized records of estimates, invoices, bids, and contracts

• Process accounts receivable, including deposits and invoice payments

• Process accounts payable and ensure bills are paid accurately and on time

• Communicate weekly payroll hours to an external payroll provider (including certified payroll when applicable)

• Provide onboarding information for new hires

• Coordinate with insurance agents and carriers; supply documentation and support insurance audits

• Submit bids, invoices, and documentation for general contractors and large clients

• Maintain organized filing systems for:

• Fleet vehicles

• Bids and quotes

• Invoices and insurance policies

• Employee records

• Loans and financial documents

• Submit financial information to CPAs and lenders as requested

• Make federal and state tax payments

• Stay current with IFTA and HUT requirements for commercial fleet vehicles

• Assist with paperwork related to purchasing or selling vehicles, equipment, or property

• Check and distribute mail daily

• Maintain clear, professional communication with customers, vendors, accountants, attorneys, and state or town officials

  Qualifications

• Minimum 5 years of experience in office administration or a similar role

• References required for each place of employment

• Proficiency (or ability to become proficient) in:

• Microsoft Excel and Word

• Email communication

• QuickBooks

• General computer systems

• Strong organizational skills with the ability to manage multiple daily tasks efficiently

• Professional written and verbal communication skills

• High attention to detail and confidentiality

  Compensation & Benefits

• Pay: $30–$40/hour, depending on experience

• Annual equivalent: Approximately $60,000–$75,000

• Paid Time Off:

• 2 weeks paid vacation (increases by 1 additional week every 5 years)

• 11 paid holidays

• 3 personal days

• Health insurance offered after 6 months of employment

• Company-provided shirts and sweatshirts

• Company-paid licenses, certifications, and continuing education

• Overtime opportunities available

  This role is ideal for a proactive Office Administrator who thrives in a fast-paced environment and enjoys being the central point of organization and communication.