Office Administrator

Imagine yourself as a valued member of Patrick A. Finn LTD, where our team is more than just colleagues. As our Office Administrator, you'll step into a warm and supportive environment where collaboration, appreciation, and a shared sense of purpose are at the heart of everything we do. Bring your outstanding organization, bookkeeping, and customer service skills, along with a great sense of humor, and become a vital part of our close-knit team.

About Us

Patrick A. Finn, LTD is a family owned, custom home building and remodeling firm founded in the early 90’s. We have been recognized for hundreds of award-winning custom projects, and we pride ourselves on completing our projects on-time, on-budget and always exceeding our client’s expectations. We are committed to true craftsmanship and adding value through creativity, foresight, integrity, exceptional quality, and honesty. We are seeking an enthusiastic team member who shares our values and is eager to contribute to our continued success.

Summary of Responsibilities

As our Office Administrator, you will be a key member of our team, responsible for a variety of essential tasks to ensure the smooth operation of our office. You will handle payroll and select human resources functions, daily bookkeeping procedures, support our sales and production teams, and assist our leadership. We expect our Office Administrator to be available up to 30 hours per week. This is an in-office role, Monday-Friday from 9 AM to 3:30 PM with some schedule flexibility.

Essential Functions

• Office Administration and Operations
  • Welcome office visitors, answer the phone, forward calls, take messages
  • Manage and order office supplies, marketing collateral, forms, and other office inventory
  • Schedule and plan staff meetings and office events
  • Coordinate with IT support for software issues and maintain office equipment
  • Oversee general office maintenance
  • Quarterly/annual tasks including maintaining insurance files and claims, vehicle records and maintenance, business licenses, and other documents

• Bookkeeping / Accounts Payable and Receivable
  • Process invoices, reconcile accounts, and prepare checks for disbursement
  • Conduct weekly review of accounts payable with management
  • Prepare and send invoices to clients based on Co-Construct or meeting notes
  • Record client deposits, send statements, and handle bank deposits
  • Manage client files, contracts, vendor files, and job budgets in Sage
  • Manage long and short-term loans including making payments
  • Quarterly/annual tasks including handling bookkeeping for loan-funded projects and collaborating with accountant on annual reports

• Payroll and Human Resources
  • Review and process employee time sheets, enter payroll hours, print checks, handle reimbursements, prepare tax reports, and ensure timely payments to state and federal agencies, including filing quarterly reports
  • Assist with new employee onboarding, manage personnel files and paperwork, track time off and benefits, and other human resource functions

• Sales, Production, and Management Support
  • Manage incoming leads and inquiries, schedule Zoom calls, and maintain accurate records
  • Coordinate with potential clients, prepare documents and meeting agendas, and ensure a welcoming environment for meetings
  • Handle design finances and permit costs, and update job status in Sage
  • Manage subcontractor and material supplier waivers, post inspection results, handle incoming packages, and coordinate with project managers and field crew
  • Provide support to leadership team, including preparing reports and other tasks as needed

Education, Experience, and Skills Required

• 3+ years of office management and bookkeeping experience
• 2+ years of customer service experience
• State of Illinois Notary (or willingness to get notary commission)
• Computer savvy including MS Office software and bookkeeping software
• Familiarity with Sage 100, HubSpot, and Co-Construct a plus
• Experience with construction industry a plus
• Strong candidates will be detail oriented, flexible, excellent at prioritization, timely, responsive, motivated, friendly, and have a great sense of humor!

Compensation

• $23-$25/hour, depending on experience
• 30 hours per week
• Health insurance stipend
• Paid time off
• Paid sick leave

How to Apply

• Please submit an updated resume and cover letter detailing why you are a great fit for this role

We have a formal recruiting process and have a relationship with Zephyr Connects LLC, whom we use for the screening and hiring process. If you are selected for the next step you will get instructions from Liz within 3 days of your submission. Everyone will be contacted.

Patrick A. Finn, LTD provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Patrick A. Finn, LTD complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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