Job Description

Position Overview

The

Business Systems & Administration Assistant

supports the Business Systems & Administration Manager in overseeing internal business systems, accounting processes, inventory controls, and compliance functions within a growing building supply and rebar fabrication company. This role is critical to maintaining accurate financial records, smooth day-to-day operations, and compliance with company policies, DOT regulations, insurance requirements, and banking procedures.

The ideal candidate is highly organized, detail-oriented, and comfortable working with QuickBooks, POS and inventory systems, and administrative processes in a construction supply or manufacturing environment.

Key Responsibilities Financial & Accounting Support

Assist with accounts payable (A/P) and accounts receivable (A/R), including invoicing, collections follow-up, and vendor payments. Support payroll processing, including data entry, time verification, and employee onboarding documentation. Help maintain and reconcile QuickBooks records, including journal entries and monthly reporting support. Prepare documentation and reports for external accountants and banking partners. Assist in monitoring cash flow, customer credit accounts, and vendor terms.
Systems & Administrative Support

Support daily operation of POS and inventory management systems to ensure accuracy and efficiency. Assist with maintaining item records, pricing updates, vendor SKUs, and inventory adjustments. Help train employees on system use and standard workflows as directed. Identify and report system or process issues to the Manager for improvement.
Compliance & Risk Support

Assist with DOT compliance documentation, including driver qualification files, inspection records, and compliance tracking. Maintain organized records for insurance policies (vehicle, general liability, workers' comp, health) and assist with renewals and claims documentation. Track business licenses, permits, and required filings to ensure timely renewals. Support safety documentation and recordkeeping in coordination with management.
Banking & Office Administration

Assist with bank deposits, account reconciliations, and ACH/wire documentation. Maintain organized financial and administrative records. Provide administrative support to the Owner/COO and Manager related to capital projects, financing, or expansion efforts. Assist with budgeting, forecasting support, and internal audits as directed.
QualificationsEducation & Experience

Associate degree or coursework in Accounting, Business Administration, or related field (preferred). 2-4 years of experience in accounting support, administrative operations, or office management. Experience in construction supply, distribution, or manufacturing environments is a plus.
Technical Skills

Working knowledge of QuickBooks (Desktop or Online). Experience with POS and inventory systems (Epicor, Lightspeed, or similar preferred). Proficient in Microsoft Excel, Word, and Outlook.
Knowledge (Preferred)

Basic accounting principles. DOT compliance and insurance administration fundamentals. Construction materials or rebar fabrication operations (a plus).
Soft Skills

Highly organized, dependable, and detail-oriented. Strong follow-through and time-management skills. Clear communication and professional interpersonal skills. Ability to handle confidential information with integrity. Self-motivated and able to manage multiple tasks in a fast-paced environment.
Compensation & Benefits

Competitive hourly pay based on experience. Health, dental, and vision insurance. 401(k) plan. Paid time off and holidays. Company-supported professional development.

Work Location:

In person

Pay: $18.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

401(k) Health insurance Paid time off Vision insurance
Work Location: In person