Administrative & Accounting Assistant - Boca Raton, FL

POSITION OVERVIEW
The Administrative Assistant supports daily office and operational functions for a growing construction management firm. This role ensures administrative processes, project documentation, and financial records are organized, accurate, and processed timely. The position requires strong organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

HR & OFFICE OPERATIONS (The "People & Culture " Side)

• Support company events, employee announcements, and internal communications.
• Support ordering business cards, marketing materials, company swag, and holiday client baskets.
• Excellent communication and announcement-writing skills.
• Ability to maintain confidentiality and handle sensitive information.
• Monitor the company's Info inbox and route messages appropriately.
• Coordinate office maintenance and vendor services.

ACCOUNTING SUPPORT (The "Numbers & Finance " Side)

• Assist with processing vendor invoices and entering data into accounting system.
• Review invoices for completeness and required supporting documentation.
• Track invoice approvals and follow up with project managers when needed.
• Assist with accounts payable processing tasks and reconciliation support.
• Collect subcontractor lien releases and verify completeness.
• Track outstanding releases and follow up with vendors/subcontractors.
• Support accounting team as needed.

PROJECT & SYSTEMS SUPPORT (The "Technical " Side)

• Working exposure to CMiC or similar ERP systems; interest in expanding business systems skills.
• Self-starter with initiative and eagerness to develop technical business systems expertise.
• Maintain electronic project files and ensure accurate naming conventions.
• Support permit, license, and registration tracking when needed.
• Comfortable working with technology vendors and learning new systems.

EDUCATION AND WORK EXPERIENCE

• 2+ years of experience in administrative support or operations (construction industry preferred).
• Working exposure to CMiC or similar ERP systems.
• Strong organizational skills and ability to manage multiple workflows.