Administrative Assistant

Job Type: Full-Time Reports To: Office Manager / Operations Manager Position Summary Apex Mechanical is seeking a dependable, organized, and detail-oriented Administrative Assistant to support our office and accounting operations. This is an entry-level opportunity for someone with prior office experience who is eager to expand their skills, take on new responsibilities, and grow with the company. The Office Assistant will assist the Accounts Receivable (AR) and Accounts Payable (AP) teams, to help track important deadlines and compliance requirements, and assist with general office operations, including daily and end-of-day tasks. The ideal candidate is organized, proactive, eager to learn, and committed to accuracy and quality work. Key Responsibilities Track and maintain business licenses, including renewal dates and required documentation. Maintain accurate company asset records and tracking information. Monitor Certificates of Insurance (COIs), including expiration dates and renewals. Assist with job closeout tasks and ensure all required documentation and items are completed. Support subcontractor compliance by tracking required documentation, insurance certificates, licenses, and other compliance requirements. Complete daily and end-of-day office tasks to ensure the office is organized, stocked, secure, and ready for the next business day. Assist the Accounts Receivable team Assist the Accounts Payable team with invoices, vendor records, documentation, and related tasks. Communicate professionally with vendors, subcontractors, customers, and internal team members to obtain and maintain required information. General office duties as assigned by the management team Qualifications Strong attention to detail and excellent organizational skills. Dependable, motivated, and willing to learn new skills. Comfortable working with computers and learning new software and systems. Working knowledge of Microsoft Office, including Outlook, Word, and Excel. Experience with Spectrum is preferred. Strong written and verbal communication skills. Positive attitude with a willingness to take initiative and work as part of a team. Previous construction, accounting, insurance, compliance, or administrative experience is a plus. Growth Opportunity This position offers excellent opportunities to learn, develop new skills, and take on additional responsibilities as you gain experience. We are looking for someone who wants to contribute to the team, grow professionally, and build a long-term career with the company. Compensation & Benefits Full-Time Position Hourly Pay: $20-$24 per hour, based on experience Benefits Package Paid Time Off (PTO) If you are organized, dependable, eager to learn, and looking for an opportunity to grow with a company, we encourage you to apply.