About the Role: Responsibilities, Skills, and Requirements
Introduction
Ever thought about what keeps a contracting company running smoothly behind the scenes? As our new Administrative Assistant, you’ll be the steady hand at the heart of our bricklaying and plastering business—making sure nothing falls through the cracks (pun intended). If you take pride in organizing the moving parts of a growing company and appreciate the grit and craft of the construction industry, this could be a great fit. You won’t just be shuffling papers—your touch will help shape how we operate and interact with our clients.
About the Company
We’re a tight-knit team of builders and planners passionate about our work—there’s a genuine respect here for what it takes to turn raw materials into finished spaces. While our founders bring decades of hands-on experience in bricklaying and plastering, we’re equally focused on growing the business the right way: with integrity, attention to detail, and a dash of humor (yes, we still swap stories over coffee at break). Fridays often end with a walk-through of the week’s progress, recognition of a job well done, and maybe even a treat if the team’s been especially on point.
What You’ll Be Doing
- Overseeing, recording, and reconciling all company financial accounts, keeping everything crisp and current
- Tracking incoming payments from clients and giving gentle nudges when follow-up is needed
- Reviewing supplier and subcontractor invoices; flagging anything that doesn’t look right before approving for payment
- Creating, updating, and maintaining a comprehensive company file—think document organization, project histories, client communication, and more
- Coordinating day-to-day admin tasks such as scheduling meetings, preparing reports, and managing office supplies (you know, the glue that holds it all together)
- Acting as the friendly point-of-contact for client administrative questions and requests
What You’ll Bring
Must-Haves:
- Prior experience in an administrative, bookkeeping, or office management role (construction industry experience a plus, but not required)
- Comfort with basic accounting and invoicing—spreadsheets don’t scare you!
- Strong attention to detail and an organized, methodical approach to your work
- Ability to communicate clearly and politely, whether with teammates, clients, or vendors
- A knack for juggling multiple tasks without losing your cool (or your paperwork)
Nice-to-Haves:
- Familiarity with bookkeeping or project management software
- Previous exposure to the contracting or construction world
- Notary public or similar certification
Not sure you check every box? We’d still love to hear from you.
Why You’ll Love Working Here
- Steady hours with a bit of flexibility if you need it (we get that life happens)
- Supportive, approachable team invested in your success
- Opportunities to learn more about the construction business from the inside out
- Casual, friendly office environment—no corporate stuffiness here
- Occasional sweet treats and team lunches (and stories from job sites that’ll make your day)
We're proud to offer a workplace where hard work is noticed, ideas are welcome, and laughter is never in short supply. If this sounds like your kind of place, come join us!
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Tell me about your previous experience handling bookkeeping or office management duties. What systems or tools did you use to keep everything organized?
- Can you walk me through the steps you take to ensure financial records and reconciliations are accurate and up-to-date?
- Imagine you spot a discrepancy on a subcontractor invoice—how would you investigate and address the issue?
- In your experience, what’s the best way to track client payments and follow up on overdue accounts without straining business relationships?
- How do you prioritize and juggle multiple administrative tasks, especially during busy weeks with urgent deadlines?
- Which project management or bookkeeping software are you comfortable using, and are you open to learning new platforms specific to the construction industry?
- Describe a time when you were the primary point-of-contact handling sensitive client or vendor information. How did you maintain professionalism and confidentiality?
- Give an example of a situation where tight deadlines or unexpected changes tested your organizational skills. How did you respond?
- If a team member is behind on submitting their weekly reports, how would you encourage them without creating tension?
- Our team values humor and camaraderie—how do you approach building positive relationships in a close-knit work environment?
- How would you handle a client or colleague who’s frustrated about a scheduling miscommunication?
- In what type of work culture do you feel most motivated and engaged, and what draws you to companies like ours?
- What interests you about the construction industry, and how do you see your skills making a difference in our line of work?
- Have you ever introduced a new process or system that improved administrative efficiency? Tell us about it.