Office Admin/Marketing Coordinator

We are seeking a full-time Office Administrator & Marketing Coordinator to work alongside our Office Manager and support the day-to-day operations of the company. The ideal candidate is a self-starter who takes ownership, learns quickly, and is comfortable wearing multiple hats. This role focuses on payroll, insurance coordination, accounts payable, marketing, and general office administration, with the ability to serve as a backup across multiple office functions.

Payroll

• Process weekly payroll using our payroll software

• Maintain accurate employee records (hours, deductions, tax info, direct deposit)

• Coordinate with field foremen and project managers to verify timecards

• Handle new-hire payroll setup and offboarding

• Reconcile payroll reports and support year-end W-2 / 1099 preparation

Insurance & Certificate of Insurance (COI) Coordination

• Manage COI requests from General Contractors and owners

• Maintain a log of all active COIs and renewal dates

• Coordinate with our insurance broker on policy renewals, additions, and updates

• Track Workers' Compensation, General Liability, Auto, and Umbrella policies

• Support annual insurance audit preparation

QuickBooks Support & Office Manager Backup

• Enter and code transactions in QuickBooks Online

• Assist with month-end and project-level reconciliations

• Serve as backup to the Office Manager on QuickBooks during her absences — must be confident and capable of keeping operations moving independently

• Support basic financial reporting

• AP support, Process vendor and subcontractor invoices for entry into QuickBooks

Marketing & Digital Presence

• Manage and update the company website (content updates, project highlights, news)

• Maintain and grow the company's LinkedIn presence (company page posts, employee spotlights, project announcements)

• Manage Google Ads campaigns (set budgets, monitor performance, adjust as needed in coordination with leadership)

• Support marketing initiatives, press releases, and case studies

• Maintain a library of project photos, before/afters, and marketing assets

Office Administration

• Answer the office phone, greet visitors, and route calls and messages

• Order and manage office supplies and equipment inventory

• Schedule and coordinate internal office meetings, including agendas and follow-ups

• Maintain shared calendars and meeting room bookings

• Support onboarding of new office and field hires

• Maintain organized digital and physical filing systems

• Assist with travel coordination, expense tracking, and other ad-hoc administrative tasks

• 3–5 years of office administration, bookkeeping, or operations experience

• Strong proficiency in QuickBooks Online (must be able to code transactions, run reports, and reconcile accounts)

• Hands-on experience running payroll through a payroll platform (Gusto, ADP, Paychex, QuickBooks Payroll, or similar)

• Experience handling Certificates of Insurance (COIs) and working with insurance brokers

• Solid working knowledge of Microsoft Office and Google Workspace (Excel/Sheets, Word/Docs, Outlook/Gmail, Calendar)

• Experience managing a LinkedIn company page

• Experience with Google Ads (or willingness to learn quickly)

• Familiarity with website CMS platforms (WordPress, Squarespace, Wix, or similar)

• Professional written and verbal communication skills

• Strong organizational skills and attention to detail

• Ability to handle confidential information with discretion

• Prior experience in the construction, HVAC, or trades industry

• Familiarity with construction-specific platforms (Procore, Buildertrend, or similar)

• Experience with COI compliance platforms

• Bilingual (English/Spanish or English/Russian)

• Marketing or graphic design background (Canva, Adobe Creative Suite basics)

• Competitive salary in the $60,000 – $70,000 range, based on experience

• 401(k) retirement plan

• 1 week (5 days) paid vacation after 1 year of continuous employment

• 5 paid sick days per year (in accordance with New York Paid Sick Leave)

• Company-observed holidays

• A collaborative, fast-paced, team-oriented work environment with room to grow