Administrative Assistant - Specialized Recruiting Group : Job Details

Are you a detail-oriented administrative professional with a strong background in accounting support and construction office coordination? Specialized Recruiting Group is hiring an Administrative Assistant to join our Rochester team. If you're experienced in bookkeeping, AP/AR, certified payroll, and using construction accounting software like ProContractor, this is your opportunity to make an immediate impact.

Responsibilities

• Manage accounts payable and receivable transactions and monitor outstanding balances
• Maintain accurate bookkeeping records and assist with invoice entry and customer billing
• Prepare and submit certified payroll reports and state job site reports
• Coordinate with project managers and leadership to meet deadlines for billing, documentation, and submittals
• Maintain and organize project files and documentation
• Serve as the point of contact for vendors, customers, and internal teams
• Analyze and streamline administrative workflows for better efficiency
• Support general office functions including payroll submissions, reporting, and vendor management

Qualifications

• 3–5 years of experience in administrative support, office coordination, or bookkeeping
• High school diploma or GED required (Associate's degree a plus)
• Construction or contractor industry experience preferred
• Familiarity with union payroll and project-based work is a plus

Required Skills

• Hands-on experience with ProContractor or similar accounting systems (e.g., QuickBooks, Sage, Foundation, Viewpoint)
• Strong knowledge of bookkeeping, invoicing, AP/AR, and certified payroll processes
• Proficient with Microsoft Office (especially Excel and Outlook)
• Excellent attention to detail, organizational skills, and communication abilities
• Ability to manage multiple priorities and work independently in a fast-paced setting

Preferred Skills

• Vendor coordination or contract management
• Familiarity with union labor environments and state-certified reporting
• Experience supporting project managers or senior leadership in construction