Office Administrator – Office Operations & Accounting Support
Block 5 Construction Group | Tirana Office (New York Hours)
Block 5 Construction Group is hiring an Office Administrator to support both our New York City and Tirana offices. This is an on-site role in Tirana, Albania, working virtually with our New York team.
You will work New York business hours (7:00 AM – 4:00 PM Eastern Time, Monday–Friday) so you are available to clients, insurance brokers, vendors, and our NYC team throughout the day.
What You’ll Do
Issue certificates of insurance (COIs) to clients, owners, landlords, and buildings for every project (including additional-insured and certificate-holder requirements)
Manage all project insurance needs and coordinate with our insurance broker on endorsements, renewals, and project-specific requirements
Collect and track subcontractor COIs and W-9s; flag expired or missing coverage
Support the expediting team with insurance certificates and permit-related documents needed for filings
Coordinate notarization of documents (in person or remote), then scan, file, and distribute
Prepare and send client invoices and progress billings; track payments and follow up on overdue balances
Process vendor bills, match them to orders, route for approval, and maintain the AP log
Maintain the AR log and report aging to management
Order supplies and services for both offices and manage vendors and deliveries
Maintain organized digital files (contracts, insurance, licenses, invoices, project documents)
Handle calls, emails, and calendars; schedule meetings and support new-staff onboarding paperwork
Track renewal dates for company licenses, insurance policies, and registrations
Requirements
Fluent written and spoken English (professional emails, letters, and calls)
Proficient in Microsoft Excel, Word, Outlook, and Adobe Acrobat / PDF tools
Highly organized with strong attention to detail
Preferred: 2+ years in office administration, bookkeeping, or accounting support
Also welcome: degree or certificate in Business Administration, Accounting, or Finance, or proven experience handling invoices, records, and client communication
Nice to Have
Experience in a construction or real-estate company
Familiarity with US insurance terms (COI, additional insured, GL, workers’ compensation)
Knowledge of construction billing, lien waivers, and retainage
Experience working with US clients across time zones
QuickBooks, Google Workspace, or Procore
What We Offer
Competitive monthly salary based on experience and administrative/accounting skills
Full-time, long-term position
Direct work with a New York City construction company
Hands-on experience in insurance, billing, and accounting
Professional office in Tirana working with a US-based team
Office Administrator – Office Operations & Accounting Support
Block 5 Construction Group | Tirana Office (New York Hours)
Block 5 Construction Group is hiring an Office Administrator to support both our New York City and Tirana offices. This is an on-site role in Tirana, Albania, working virtually with our New York team.
You will work New York business hours (7:00 AM – 4:00 PM Eastern Time, Monday–Friday) so you are available to clients, insurance brokers, vendors, and our NYC team throughout the day.
What You’ll Do
Issue certificates of insurance (COIs) to clients, owners, landlords, and buildings for every project (including additional-insured and certificate-holder requirements)
Manage all project insurance needs and coordinate with our insurance broker on endorsements, renewals, and project-specific requirements
Collect and track subcontractor COIs and W-9s; flag expired or missing coverage
Support the expediting team with insurance certificates and permit-related documents needed for filings
Coordinate notarization of documents (in person or remote), then scan, file, and distribute
Prepare and send client invoices and progress billings; track payments and follow up on overdue balances
Process vendor bills, match them to orders, route for approval, and maintain the AP log
Maintain the AR log and report aging to management
Order supplies and services for both offices and manage vendors and deliveries
Maintain organized digital files (contracts, insurance, licenses, invoices, project documents)
Handle calls, emails, and calendars; schedule meetings and support new-staff onboarding paperwork
Track renewal dates for company licenses, insurance policies, and registrations
Requirements
Fluent written and spoken English (professional emails, letters, and calls)
Proficient in Microsoft Excel, Word, Outlook, and Adobe Acrobat / PDF tools
Highly organized with strong attention to detail
Preferred: 2+ years in office administration, bookkeeping, or accounting support
Also welcome: degree or certificate in Business Administration, Accounting, or Finance, or proven experience handling invoices, records, and client communication
Nice to Have
Experience in a construction or real-estate company
Familiarity with US insurance terms (COI, additional insured, GL, workers’ compensation)
Knowledge of construction billing, lien waivers, and retainage
Experience working with US clients across time zones
QuickBooks, Google Workspace, or Procore
What We Offer
Competitive monthly salary based on experience and administrative/accounting skills
Full-time, long-term position
Direct work with a New York City construction company
Hands-on experience in insurance, billing, and accounting
Professional office in Tirana working with a US-based team
