Ames Construction
Job Description
Job Description Salary: Position Title: Office Administrator Reports To: Controller Date: August 6, 2025
Position Summary This position plays a key role in maintaining efficient office operations while supporting basic accounting and administrative functions. This position ensures the day-to-day administrative tasks are completed smoothly, supports communication between departments, and assists with financial processing across multiple entities. The ideal candidate will be detail-oriented, highly organized, and capable of juggling both routine and time-sensitive responsibilities.
Essential
Functions/Responsibilities Answer and coordinate incoming phone calls, ensuring messages are relayed promptly and inquiries are directed to the appropriate team members. Assist with processing and tracking Accounts Payable (AP) and Accounts Receivable (AR), ensuring timely entry and reconciliation of financial transactions. Assist with the preparation of marketing materials, brochures, and special mailings. Maintain accurate and up-to-date filing systems (physical and digital) for both administrative and financial records. Oversee general office operations, including maintaining a clean and organized workspace, coordinating office supply purchases, managing mail distribution, and facilitating internal communications. Provide direct administrative support to leadership by preparing reports, correspondence, presentations, and spreadsheets. Support invoice processing, subcontractor billings, credit card reconciliation, and small job invoicing. Track and update maintenance agreements, job-related financial data, mileage logs, and fuel entries to maintain accurate records for financial and compliance purposes. Work in coordination with the accounting team to support month-end closeout procedures, reporting, and other project-related financial tasks. Other duties as assigned.
Qualifications Prior experience in office administration, administrative support, or basic accounting preferred. Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with accounting software (e.g., ComputerEase, WorkMax) is a plus. Strong written and verbal communication skills. Excellent organizational skills and ability to manage multiple priorities with accuracy. Ability to work independently and collaboratively within a team environment. A proactive and professional approach to handling confidential information.
Job Description Salary: Position Title: Office Administrator Reports To: Controller Date: August 6, 2025
Position Summary This position plays a key role in maintaining efficient office operations while supporting basic accounting and administrative functions. This position ensures the day-to-day administrative tasks are completed smoothly, supports communication between departments, and assists with financial processing across multiple entities. The ideal candidate will be detail-oriented, highly organized, and capable of juggling both routine and time-sensitive responsibilities.
Essential
Functions/Responsibilities Answer and coordinate incoming phone calls, ensuring messages are relayed promptly and inquiries are directed to the appropriate team members. Assist with processing and tracking Accounts Payable (AP) and Accounts Receivable (AR), ensuring timely entry and reconciliation of financial transactions. Assist with the preparation of marketing materials, brochures, and special mailings. Maintain accurate and up-to-date filing systems (physical and digital) for both administrative and financial records. Oversee general office operations, including maintaining a clean and organized workspace, coordinating office supply purchases, managing mail distribution, and facilitating internal communications. Provide direct administrative support to leadership by preparing reports, correspondence, presentations, and spreadsheets. Support invoice processing, subcontractor billings, credit card reconciliation, and small job invoicing. Track and update maintenance agreements, job-related financial data, mileage logs, and fuel entries to maintain accurate records for financial and compliance purposes. Work in coordination with the accounting team to support month-end closeout procedures, reporting, and other project-related financial tasks. Other duties as assigned.
Qualifications Prior experience in office administration, administrative support, or basic accounting preferred. Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with accounting software (e.g., ComputerEase, WorkMax) is a plus. Strong written and verbal communication skills. Excellent organizational skills and ability to manage multiple priorities with accuracy. Ability to work independently and collaboratively within a team environment. A proactive and professional approach to handling confidential information.