Assistant Office Manager

Position Overview

The Assistant Office Manager is responsible for supporting the day-to-day administrative and financial operations of an office. This is a hands-on position for a reliable, organized, and detail-oriented professional who can manage a variety of administrative tasks, assist with basic accounting functions, and help keep office operations running efficiently.

The ideal candidate is comfortable working independently, communicating with customers, vendors, and employees, and managing multiple priorities in a fast-paced environment. Construction or related industry experience is a plus but is not required.

Key Responsibilities

Office Administration

• Handle general office and administrative duties to support daily operations.
• Answer phones, respond to emails, and assist customers, vendors, and other contacts.
• Prepare, organize, and maintain office paperwork, files, records, and documents.
• Perform general data entry and maintain accurate electronic and physical records.
• Assist with scheduling, correspondence, and other administrative tasks as needed.
• Keep the office organized and ensure administrative processes are completed efficiently.

Accounting & Bookkeeping Support

• Enter invoices, bills, receipts, and other financial documents accurately.
• Assist with accounts payable and accounts receivable activities.
• Track expenses and maintain basic financial records.
• Assist with invoice and payment documentation.
• Perform basic spreadsheet work and maintain accurate financial data.
• Help identify discrepancies or missing information and coordinate follow-up as needed.

Payroll & Employee Administration

• Assist with payroll-related tasks and documentation.
• Maintain employee paperwork and personnel records.
• Support the collection and organization of information needed for payroll processing.
• Assist with other routine employee administrative tasks as needed.

Vendor, Customer & Project Support

• Communicate with vendors, subcontractors, customers, and other business contacts as needed.
• Assist with vendor documentation and administrative coordination.
• Help track job-related paperwork, expenses, invoices, and other documentation.
• Maintain organized records related to projects and office activities.
• Provide administrative support to management and other team members.

General Support

• Assist with day-to-day office needs and operational tasks.
• Maintain confidentiality when handling financial, employee, customer, and company information.
• Identify opportunities to improve organization and administrative processes.
• Take on additional administrative and accounting support responsibilities as needed.

Qualifications

• 1+ year of experience in office administration, bookkeeping, accounting support, or a related role preferred.
• Basic understanding of accounting and bookkeeping principles.
• Proficiency with Microsoft Office, particularly Excel, and email.
• Strong organizational and time management skills.
• High level of accuracy and attention to detail.
• Strong written and verbal communication skills.
• Reliable, dependable, and able to follow through on assigned responsibilities.
• Ability to work independently while also supporting a collaborative team environment.
• Comfortable managing multiple priorities and shifting between administrative and accounting-related tasks.
• Construction, contracting, or related industry experience is a plus but not required.