Office Assistant

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.

#MMAS