Shawn Malone Excavating Inc is seeking a Construction Administrator to become part of our team.

Qualifications:

Strong proficiency in QuickBooks (required) Familiarity with job costing, lien releases, insurance tracking, and vendor invoicing Exceptional attention to detail and follow-through Highly organized with the ability to manage multiple tasks independently Strong written and verbal communication skills Comfortable in a fast-paced, small team environment with shifting priorities Proficiency in Excel, Word, and cloud-based filing systems (e.g., Google Drive or Dropbox) Experience supporting a residential construction or homebuilding team is a major plus

Benefits:

Salary: $50,000 $70,000, based on experience 401(k) with company match Paid Sick time and vacation Professional development support A collaborative team that values excellence and integrity

Responsibilities:

This role is the backbone of our office operations, supporting our projects through meticulous bookkeeping, vendor coordination, and essential administrative processes. Manage Accounts Payable (A/P) and Accounts Receivable (A/R), including invoice processing, payment tracking, and client/vendor communication. Maintain accurate financial records in QuickBooks Online (or Desktop); ensure up-to-date entries for all project-related costs. Reconcile bank and credit card accounts monthly; assist with financial reports and budget tracking. Prepare and manage lien waivers, insurance documents, permit applications, and compliance paperwork. Support payroll coordination and track employee time entries (liaise with third-party payroll processor as needed). Assist project managers with job costing reports, POs, and expense tracking. Maintain organized digital and paper filing systems for financial and project-related documents. Provide general office support: answering calls, managing supplies, handling incoming mail, and coordinating appointments. Communicate professionally with vendors, subcontractors, clients, and city officials as needed. Jump in to assist with other duties as assigned to keep operations running smoothly.

Shawn Malone Excavating

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