Office Administrative Assistant

Job Summary: We're recruiting an organized and adaptable Construction Administrative Assistant to keep the daily operations of our general contracting business running smoothly. You'll look after invoicing and data entry in QuickBooks, maintain our HubSpot CRM, answer and direct calls, and support our team with estimating. We're looking for a confident communicator who learns fast, takes responsibility for their work, and represents our company professionally with clients. Key Responsibilities: Generate and send client invoices in QuickBooks and keep billing records accurate and up to date

• Enter data in QuickBooks, ensuring client details and transactions are logged correctly
• Keep the HubSpot CRM current, including contacts, deals, and client communication history
• Answer incoming calls professionally, screen inquiries, and route calls to the right person
• Call clients on the company's behalf for follow-ups and updates
• Record clear, organized

note

• s during calls and meetings and circulate action items to the team
• Contribute to the estimating process by compiling project details, organizing documents, and helping draft estimates
• Respond to client correspondence through the company email account
• Keep client and project records orderly and easy to retrieve
• Mandatory Skills: Demonstrated experience as an administrative assistant or virtual assistant
• Direct experience with QuickBooks, especially invoicing and data entry
• Working knowledge of HubSpot CRM or a similar CRM platform
• Excellent spoken and written English with a confident, professional phone manner
• Strong note-taking and organizational skills
• Flexible, quick to learn, and interested in understanding how the business runs
• Self-motivated, accurate, and capable of working unsupervised
• Strong communication skills and a proactive, responsive attitude
• Preferred Skills: Hands-on experience in construction, general contracting, or remodeling
• Experience in commercial or real estate property management
• Knowledge of construction estimating or reviewing project scopes
• Earlier receptionist, call handling, or answering service experience
• Ability to manage several tasks and priorities at the same time
• Interest in growing along with the role as responsibilities increase

Why Join Us: You'll join a growing construction business where your work directly supports daily operations and client relationships. We care more about adaptability and initiative than rigid checklists, and as you prove yourself, there's genuine room to take on more responsibility and grow with the role.