Job Description
Job Description
About Us:
We are a boutique construction company known for delivering high-quality projects with precision and personalized service. As we continue to grow, we are looking for a highly organized and detail-oriented professional to support our executive team and manage administrative and financial operations—particularly with vendor relations and Sage (or Sage Intacct) accounting systems.
Key Responsibilities
Executive & Administrative Support
Manage executive calendars, including scheduling meetings, calls, and travel arrangements.
Prepare and edit reports, presentations, and internal/external correspondence.
Maintain company policies and compliance documentation; support internal process improvements and workflows.
Accounts Payable & Vendor Management
Process vendor invoices and ensure timely, accurate payment through Sage or Sage Intacct.
Establish and maintain vendor profiles and documentation in the Sage platform.
Collaborate with the Finance department to reconcile accounts, track budgets, and maintain financial accuracy.
Assist with vendor contract negotiations and pricing agreements to support project cost-efficiency.
Office & Facility Coordination
Oversee daily office operations, supply inventory, and facilities management.
Track and manage office-related expenses and budgets; prepare regular expense reports.
Handle incoming correspondence (mail, email, packages) and direct appropriately.
Project & Communication Management
Serve as the first point of contact for internal office support and vendor inquiries.
Coordinate between departments to ensure alignment in project-related administrative tasks.
Maintain organized records of communications, contracts, and documentation related to vendors and facilities.
Qualifications & Requirements
Education & Experience
High school diploma required; Associate's or Bachelor's degree preferred.
3–5 years of experience in an executive administrative role, preferably in construction or a professional services setting.
Prior experience with accounts payable, vendor management, and Sage or Sage Intacct (or similar ERP/accounting software) is highly preferred.
Skills & Competencies
Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Experience with Sage or Sage Intacct (required); knowledge of construction-related finance systems is a plus.
Excellent communication skills, both verbal and written.
Exceptional organizational, time management, and problem-solving abilities.
Ability to handle confidential and time-sensitive information with discretion.