Office Support Specialist

East Hartford, CT

We are currently searching for a highly organized and self-motivated Administrative Assistant with 3-5 years of experience in the construction industry. The ideal candidate should have the ability to work independently, handle multiple tasks efficiently, and provide vital administrative support to ensure smooth office operations.

Key Responsibilities:

• Customer & Order Management:
• Serve as the initial point of contact for customers through phone calls and in-person interactions.
• Process incoming customer orders and track shipments as necessary.
• Ensure accurate processing of all outgoing orders.
• Verify and receive all deliveries before signing off on shipments.
• Administrative & Clerical Support:
• Provide clerical assistance to estimators as needed.
• Handle incoming and outgoing mail, including online postage and overnight packages.
• Maintain and organize both physical and electronic filing systems.
• Order office supplies and ensure proper functioning of all office equipment.
• Contract & Documentation Management:
• Demonstrate a basic understanding of contracts, including insurance certificates, W-9 forms, lien waivers, and AIA documents.
• Bookkeeping & Financial Tasks:
• Manage Accounts Payable (A/P) and Accounts Receivable (A/R).
• Perform bank reconciliations, sales and use tax reporting, and maintain the General Ledger.
• Assist with collections when necessary.
• Technical Skills & Office Equipment:
• Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat is required.
• Ability to operate phone systems, calculators, fax machines, scanners, and credit card machines.
• Experience with remote deposit machines is a plus but not required.
• Other Duties:
• Perform additional administrative tasks as assigned to support office efficiency.

Qualifications:

• 3-5 years of administrative experience in the construction industry.
• Ability to work independently and efficiently manage multiple tasks.
• Strong attention to detail and organizational skills.
• Excellent communication and customer service abilities.
• Prior experience with bookkeeping and financial tasks.