Office Admin/Marketing Coordinator

TheConnections•New York, NY

5d•$60,000 - $70,000•Onsite

About The Position

We are seeking a full-time Office Administrator & Marketing Coordinator to work alongside our Office Manager and support the day-to-day operations of the company. The ideal candidate is a self-starter who takes ownership, learns quickly, and is comfortable wearing multiple hats. This role focuses on payroll, insurance coordination, accounts payable, marketing, and general office administration, with the ability to serve as a backup across multiple office functions.

Requirements

3–5 years of office administration, bookkeeping, or operations experience
Strong proficiency in QuickBooks Online (must be able to code transactions, run reports, and reconcile accounts)
Hands-on experience running payroll through a payroll platform (Gusto, ADP, Paychex, QuickBooks Payroll, or similar)
Experience handling Certificates of Insurance (COIs) and working with insurance brokers
Solid working knowledge of Microsoft Office and Google Workspace (Excel/Sheets, Word/Docs, Outlook/Gmail, Calendar)
Experience managing a LinkedIn company page
Experience with Google Ads (or willingness to learn quickly)
Familiarity with website CMS platforms (WordPress, Squarespace, Wix, or similar)
Professional written and verbal communication skills
Strong organizational skills and attention to detail
Ability to handle confidential information with discretion

Nice To Haves

Prior experience in the construction, HVAC, or trades industry
Familiarity with construction-specific platforms (Procore, Buildertrend, or similar)
Experience with COI compliance platforms
Bilingual (English/Spanish or English/Russian)
Marketing or graphic design background (Canva, Adobe Creative Suite basics)

Responsibilities

Process weekly payroll using our payroll software
Maintain accurate employee records (hours, deductions, tax info, direct deposit)
Coordinate with field foremen and project managers to verify timecards
Handle new-hire payroll setup and offboarding
Reconcile payroll reports and support year-end W-2 / 1099 preparation
Manage COI requests from General Contractors and owners
Maintain a log of all active COIs and renewal dates
Coordinate with our insurance broker on policy renewals, additions, and updates
Track Workers' Compensation, General Liability, Auto, and Umbrella policies
Support annual insurance audit preparation
Enter and code transactions in QuickBooks Online
Assist with month-end and project-level reconciliations
Serve as backup to the Office Manager on QuickBooks during her absences — must be confident and capable of keeping operations moving independently
Support basic financial reporting
AP support, Process vendor and subcontractor invoices for entry into QuickBooks
Manage and update the company website (content updates, project highlights, news)
Maintain and grow the company's LinkedIn presence (company page posts, employee spotlights, project announcements)
Manage Google Ads campaigns (set budgets, monitor performance, adjust as needed in coordination with leadership)
Support marketing initiatives, press releases, and case studies
Maintain a library of project photos, before/afters, and marketing assets
Answer the office phone, greet visitors, and route calls and messages
Order and manage office supplies and equipment inventory
Schedule and coordinate internal office meetings, including agendas and follow-ups
Maintain shared calendars and meeting room bookings
Support onboarding of new office and field hires
Maintain organized digital and physical filing systems
Assist with travel coordination, expense tracking, and other ad-hoc administrative tasks