Office Administrator

Job Summary:

Scroggs Construction Services is seeking a detail-oriented, proactive Office Administrator with a strong background in bookkeeping, AR/AP support, and office administration, ideally within a construction environment. This position plays a vital role in our company’s day-to-day operations, overseeing everything from front-office communications to supporting our accounting systems. Reporting directly to the CFO, the Office Administrator ensures smooth coordination of administrative and financial functions while maintaining accuracy, professionalism, and compliance.

Key Responsibilities:

Office Administration & Client Intake:

• Answer and direct phone calls professionally; greet visitors
• Pre-screen potential clients and route inquiries to the appropriate department
• Maintain conference room calendars and support daily office logistics
• Ensure the office is well-organized and stocked with necessary supplies and equipment

Bookkeeping & Financial Administration:

• Manage input for Accounts Receivable and Accounts Payable in QuickBooks Online
• Record, categorize, and reconcile all company transactions
• Ensure timely invoicing of client deposits
• Process payments to vendors and subcontractors
• Track and organize receipts, expense reimbursements, and job-related spending
• Coordinate biweekly payroll submissions
• Assist with allocation of expenses and budget tracking
• Support quarterly reporting, audits, and financial reviews

Vendor & Subcontractor Management:

• Maintain up-to-date vendor and subcontractor records
• Collect and track W-9s, Certificates of Insurance (COIs), and contract documentation
• Monitor expiration dates and ensure all vendor compliance requirements are met
• Coordinate with estimators, sales, and project managers to onboard new trade partners

Recordkeeping & Compliance:

• Maintain an organized digital and physical filing system
• Upload and maintain key records in Buildertrend as needed
• Track and manage lien waivers, billing schedules, and contracts
• Coordinate administrative support for permits and regulatory filing

Required Qualifications:

• 3 years in office administration, bookkeeping, and administrative support
• Advanced proficiency in QuickBooks Online (QuickBooks ProAdvisor certification a plus)
• Strong understanding of AR/AP processes and financial controls
• Excellent organizational and multitasking skills
• Clear and professional verbal and written communication
• Tech fluency with Microsoft Office, Google Workspace, and cloud-based tools

Preferred Qualifications:

• Experience in the construction industry
• Familiarity with Buildertrend or similar construction management software
• Understanding of AIA billing, job costing, and progress invoicing
• Working knowledge of subcontractor insurance and documentation requirements
• Comfort managing multiple priorities in a fast-paced environment

Compensation & Benefits:

• $20-$30 hourly based on experience and qualifications
• Paid time off and holidays
• 3% IRA match
  
• Supportive and growth-oriented work environment
• HRA reimbursement

Salary : $20 - $30