Office Administrator
$52,000–$65,000 year
On-siteBrookfield, Connecticut, United States
Job Summary
Serve as the day-to-day engine of the BlackHorse office by handling reception, routing calls and emails, and maintaining a clean, organized workspace. Coordinate mail, shipping, and deliveries while managing the general inbox and voicemail. Support project teams with setup, subcontractor onboarding, and closeout paperwork, including preparing and filing contracts, submittals, and RFIs. Manage basic bookkeeping tasks such as entering invoices, tracking expenses, and organizing timesheets for payroll. Track compliance documents like Certificates of Insurance and business license renewals. Assist with permit applications and draft correspondence as directed. This role supports ownership, the Business Manager, and field staff within a growing construction-focused company.
Required Qualifications
- High school diploma or equivalent
- Associate's or Bachelor's degree
- 2+ years of office administration, executive assistant, or similar administrative experience
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Comfortable learning new software
- Working knowledge of QuickBooks or similar accounting software
- Excellent written and verbal communication skills
- Professional phone presence
- Strong organizational skills
- Attention to detail
- Ability to manage multiple tasks and deadlines without losing accuracy
- Discretion and professionalism when handling confidential company, employee, and client information
- Reliable
- Punctual
- Self-directed
- In-office position availability
- Standard business hours availability (Monday to Friday, 8:00 AM to 4:30 PM)
Desired Qualifications
- Experience supporting a construction, contracting, or trades business
- Familiarity with standard construction documents (subcontracts, COIs, submittals, RFIs, change orders)
- Experience with project management or construction management software (Procore, Autodesk Construction Cloud, Buildertrend, or similar)
- Notary public commission
- Bookkeeping certification or coursework
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