We are a growing, family-owned construction firm seeking a highly organized and proactive professional to serve in a dual role combining executive administrative support and office management. This position is central to the day-to-day efficiency of the business, supporting leadership while ensuring smooth office operations, tech forward focus, financial awareness, and process improvement.

The ideal candidate is a self-starter, detail-oriented multitasker who thrives in a fast-paced environment, communicates clearly, and is confident working with vendors, clients, and internal stakeholders. Technology forward focus is critical to success.

Key Responsibilities

Executive & Administrative Support

Manage multiple calendars with precision, including scheduling, coordination, and prioritization.
Manage email volume and prioritization.
Prepare correspondence, reports, and internal/external communications.
Support leadership and family stakeholders with administrative and operational needs.
Maintain organized records, documents, and contracts through the use of technology.
Assist with meeting coordination, agendas, and follow-ups.

Office Management & Operations

Oversee daily office operations to ensure efficiency and professionalism.
Act as a point of contact for staff, vendors, and clients.
Manage office systems, supplies, and vendor relationships.
Develop and improve administrative processes and workflows.
Coordinate with the finance leader on reporting, documentation, and financial tracking.

Financial & Business Support

Read and interpret basic financial statements and reports.
Assist with budgeting awareness, cost tracking, and identifying cost-saving opportunities.
Support contract review processes and confidently ask questions or renegotiate terms when appropriate.
Maintain accurate records in accounting and inventory systems.

Inventory & Systems Management

Manage and track inventory using Spruce (or similar systems)
Ensure accuracy in inventory reporting and reconciliation.
Generate reports and analyze data to support decision-making.
Identify inefficiencies and propose process improvements.

Project & Time Management

Coordinate timelines, priorities, and deliverables across multiple projects while advancing technology across the company.
Implement and maintain effective time management systems and processes.
Ensure deadlines are met and follow up on outstanding tasks.
Jump in and contribute to a variety of office and field related help.
Consistently “turn up” as a problem solver.

Required Skills & Qualifications

Proven experience in an administrative, office management, or operations role (construction industry a plus)
Strong proficiency in technology, including:
Microsoft Office Suite (especially Excel, Outlook, Word)
QuickBooks or similar accounting software
Spruce inventory system (or comparable ERP/inventory tools)
Advanced Excel skills (reporting, data organization, basic analysis)
Ability to read and understand financial reports.
Excellent written and verbal communication skills
Strong organizational and multitasking abilities
Confidence in problem-solving and decision-making
Ability to manage multiple calendars and priorities simultaneously.
Experience with contract review and vendor coordination
Must be able to lift up to 50 lbs. as needed for office-related ordering and inventory needs.

Preferred Qualifications

Spanish language skills (helpful but not required)
Experience in a family-owned or small business environment
Background in construction or related industries
Demonstrated success in process improvement initiatives.

Work Style & Attributes

Self-starter with an elevated level of initiative
Friendly, approachable, and professional with staff, vendors, and clients
Receptive to feedback and able to collaborate with family members and leadership.
Detail-oriented with strong follow-through.
Adaptable and comfortable wearing multiple hats.

Schedule

Full-time, in-office

Hours: 7:00 AM – 3:00 PM or 8:00 AM – 4:00 PM

Piccirillo Bros Inc.

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