Office Assistant
- Madison, WI
- Direct Hire - Full Time
- AE18080459
- $40,000.00
- Office/Clerical
- 5/9/2025
Summary:
The QTI Group is partnering with a well-established commercial roofing company in Madison to hire an Office Assistant. This individual will be the first point of contact in the office—greeting guests, answering phones, and providing a welcoming presence—while also supporting the Project Management team with a variety of administrative and coordination tasks to keep construction projects organized, on track, and running efficiently. The ideal candidate is highly organized, proactive, and enjoys working in a fast-paced environment where no two days are the same.
This is a full-time, direct hire opportunity offering Monday–Friday hours from 7am-4pm or 7:30am-4:30pm. This role is 100% onsite and works closely with both office staff and field teams.
The pay range starts at $40k/yr. depending on experience.
A casual work environment and strong benefits package—including health, dental, vision, life insurance, 401(k), and PTO—are offered.
Responsibilities:
- Serve as the first point of contact in the office by greeting visitors, answering incoming calls, and managing mail and office supplies.
- Support project teams by maintaining documentation, tracking work orders, and assisting with invoicing and job costing using internal systems.
- Coordinate RFIs, RFQs, submittals, change orders, and closeout documents.
- Manage project compliance documents including Certificates of Insurance, Certified Payroll, and insurance certificates.
- Enter weekly payroll and invoices into CRM systems, and assist with updates to external partners.
- Assist with onboarding paperwork for new hires and coordinate scheduling for internal events or meetings.
- Organize and maintain project records, digital files, and project schedules.
Qualifications:
- High School diploma or equivalent required.
- 1+ years of experience in construction administration, customer service, or a similar position is required.
- Experience with invoicing, job costing, or general accounting support strongly preferred.
- Strong multitasking skills with high attention to detail.
- Excellent communication skills and comfort working across departments.
- Proficient in Microsoft Office; experience with CRMs or systems like Procore, CMiC, or DataForma a plus.
- Spanish fluency is a strong plus.
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