Administrative Assistant - Estimating / Accounting

Kiely Family of Companies, established in 1952 by John F. Kiely Sr., contributes to something far greater than itself, as each company's unique capabilities enhance the others, making us greater than the sum of our parts.

ENR 500 and 600 ranked for engineering and construction, KIELY serves the needs of our customers, offering a diversified list of services, such as full-service engineering, utility construction, heavy highway, hot mix asphalt production, equipment sales and leasing, recycling services, and residential and commercial building, leasing, and maintenance.

Kiely serves a purpose much larger than any individual, project, or entity. We refer to our employees as team members because together we empower, partner, and advance. Our team members are an elite group of behind-the-scenes professionals who embody Kiely's core values.

Position Summary:

We are seeking a detail-oriented and highly organized Administrative Assistant to support our estimating and accounting teams. This role is ideal for someone who thrives in a fast-paced environment and enjoys working with data, documents, and cross-functional teams. The successful candidate will assist with bid preparation, vendor coordination, payroll reporting, and general administrative and accounting support. This position requires strong proficiency in Microsoft Excel and Word, excellent communication skills, and the ability to manage multiple priorities with accuracy.

Essential Job Duties:

• Assist estimators with data entry, document preparation, and organization of bid packages
• Create and maintain spreadsheets in Microsoft Excel to track bids, budgets, and vendor information
• Prepare and distribute Requests for Information (RFIs) and follow up on responses
• Download and organize project plans, specifications, and addenda from online plan rooms
• Maintain estimating files, digital records, and document management systems
• Communicate with subcontractors and vendors to solicit pricing and ensure bid completeness
• Compile bid submissions and verify all required documentation is accurate and complete
• Draft and proofread correspondence, proposals, and project-related documents
• Support the estimating team with scheduling, email management, and filing
• Perform general office duties including data entry, scanning, copying, and document uploads
• Process and distribute weekly certified payroll reports and monthly manning reports
• Reconcile vendor invoices and company credit card statements
• Compile tax exemption forms (ST-13) and provide documentation to vendors
• Maintain up-to-date vendor records including W-9s, Certificates of Insurance, and Business Registrations
• Set up new contracts and manage AIA (Schedule of Values) invoicing within the accounting system
• Post cash receipts and apply accounts receivable payments in the accounting system

Competencies:

• 1-3 years of administrative, estimating, or accounting support experience
• Strong proficiency in Microsoft Excel and Microsoft Word
• Excellent attention to detail and organizational skills
• Ability to manage multiple deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Experience with accounting software is a plus

Benefits and Compensation:

Position offers competitive pay, benefits, paid vacation, and health/dental insurance.

Full-time: $20.00-$25.00 per hour, based on experience and qualifications.

Equal Opportunity Employer, M/F/D/V

Kiely Family of Companies is a growing and dynamic company actively seeking applications and resumes from exceptional candidates. Whether you come equipped with years of experience in the underground utility field-or you're ready to work hard and get there-we want to hear from you.

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