Office Assistant

Office Assistant – Construction Administration Support
Location: Panama City, FL
Schedule: Monday – Friday, 8:00 AM–4:30 PM (30-minute lunch)
Attire: Business Casual

Position Overview
We are seeking a detail-oriented and organized Office Assistant to support daily operations within our construction office. The ideal candidate is a strong communicator, comfortable with computer applications, and able to collaborate closely with team members while maintaining ownership of individual responsibilities. Construction industry experience is a plus, but not required.

Key Responsibilities
Administrative & Office Support

• Work collaboratively with office staff to manage daily administrative tasks.
• Communicate professionally with vendors, subcontractors, builders, and customers.
• Monitor and respond to emails, texts, and other communications to ensure job progress and completion.

Project & Job Coordination

• Assist with preparing and managing purchase orders for scheduled work.
• Order materials and assign subcontractors, following up through project completion.
• Support the sales team by helping prepare job estimates and tracking related documentation (emails, DocuSign, materials ordered, labor assigned, and invoicing status).

Accounting & Financial Tasks

• Use QuickBooks Desktop to enter invoices, credits, and payments.
• Review and verify vendor invoices, addressing any discrepancies.
• Invoice builders for work performed and follow up on payments.
• Gather subcontractor invoices and verify completed work for weekly payroll processing.

Required Skills & Qualifications

• Proficiency with desktop computer applications, including Microsoft Word and Excel.
• Experience with QuickBooks Desktop is strongly preferred.
• Strong communication and customer service skills.
• Ability to multitask, prioritize, and share responsibilities within a team environment.
• Detail-oriented, reliable, and capable of following tasks through to completion.

Preferred Qualifications

• Construction industry knowledge or experience (helpful but not required).
• Prior administrative, bookkeeping, or project coordination experience.