Job Description
Precision Tile Works, Inc, a 20-year-old South Central PA based commercial ceramic tile contractor is seeking to hire an experienced Office Administrator to support our expanding, project-driven construction operations. This position plays a critical role in managing daily administrative operations, accounting and bookkeeping activities, and payroll coordination. The Office Administrator serves as a primary contact between field operations, vendors, general contractors, and company leadership. This role ensures accuracy, compliance, and timely execution of all administrative and financial workflows.
This is a full-time, in-house position. Candidates must currently reside locally; relocation applicants will not be considered.
Responsibilities:
Administrative & Office Management
- Manage all business licenses, permits, certifications, and renewals
- Process incoming contracts, prepare documents for execution, and archive fully executed agreements
- Maintain company calendars, meetings, and schedules
- Scan, organize, and file contracts, correspondence, and project documentation (digital and physical)
- Manage OCIP/CCIP enrollments and submit required monthly payroll reports
- Prepare and submit certified payrolls as required
- Request, track, and submit Certificates of Insurance (COIs) for all active projects
- Prepare, verify, and track General Contractor and supplier lien waivers
- Handle company notary requirements
- Screen, log, and route incoming calls and communications
- Maintain office supply inventory and place orders as needed
- Coordinate and support year-end tax preparation and document submission to company accountant
Accounting & Bookkeeping
- Perform daily bookkeeping functions including accounts payable and receivable
- Review vendor invoices against purchase orders and job cost spreadsheets; resolve discrepancies with vendors
- Reconcile bank and credit card accounts monthly using QuickBooks Online
- Track job costs including supplier invoices, subcontractor payments, and labor hours
- Prepare monthly project summaries to support billing and financial review
- Prepare and submit monthly AIA billings by the 20th of each month and review past-due items with ownership
- Track Sales and Use Tax liabilities and prepare quarterly filings
- Process and deposit incoming checks
- Compile and submit 1099 documentation for year-end reporting
- Coordinate with the company accountant on complex accounting matters
Payroll
- Track employee hours by job using Intuit Time, GPS data, and employee confirmations
- Process weekly employee payroll using QuickBooks Assisted Payroll
- Process weekly subcontractor payments in coordination with the project management team
Qualifications and skills:
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
- Proficiency with QuickBooks Online
- Demonstrated bookkeeping and accounting experience, preferably in construction or a project-based environment
- Must have a professional demeanor and be knowledgeable of proper email etiquette
- High attention to detail with the ability to prioritize and manage multiple deadlines simultaneously
Job Type:
- Full-time in-house position
- Remote access available but office time is imperative
Compensation and Benefits:
- Competitive compensation package
- Health insurance (Medical)
- Paid time off (vacation and holidays)
- Year-end company bonus based on performance
- Early Friday dismissals during summer months
Pay: $40,000.00- $55,000.00 per year
Disclaimer: The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. The Company reserves the right to modify this description in the future, with or without notice to the employee. This Job Description does not create an employment contract, implied or otherwise, and employment with the Company remains at will. These responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities.
