Nostos SS Contractors LLC

Administrative Assistant

Woodbridge, VA

Part-time

$35,360-$45,760

About This Job

A Note from the Owner – Please Read Before Applying

Thank you for considering the Office Assistant position with our company. We want to set clear expectations up front: this is not your typical office assistant job. If you're envisioning a front-desk role that mainly involves answering phones or greeting visitors, this position won’t be the right fit.

This role is 100% hands-on and central to the success of our daily operations. You will be directly supporting the Business Administrator and owner across a wide range of responsibilities, including data entry, document review, organizing and submitting bid packages, managing project documentation, and performing research. It’s a fast-paced, detail-oriented job that demands focus, initiative, and a strong work ethic.

We need someone who is confident using Microsoft Excel, Word, and Adobe PDFs — not just opening files, but working with formatting, templates, forms, and compiling documents. Strong digital skills are essential.

If you’re someone who takes ownership of their work, thrives on organization, learns quickly, and values contributing to a growing business, we invite you to apply.

Company Overview:

We are a leading general contractor based in Woodbridge, Virginia, specializing in Water Storage Unit Rehabilitation. Our company is looking for an experienced and dedicated Office Assistant to support our daily operations. The ideal candidate will possess a proven track record in office administration, strong organizational skills, and the ability to thrive in a fast-paced environment.

Qualifications:

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Proven experience as an office/administrative assistant.

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Familiarity with office management systems and procedures.

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Strong critical thinking skills.

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Proficiency in MS Office, particularly Excel and Word.

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Proficiency in working with Adobe PDFs (formatting, templates, forms).

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Excellent time management and prioritization abilities.

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Exceptional attention to detail and problem-solving skills.

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Outstanding written and verbal communication skills.

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Effective multitasking and organizational capabilities.

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Ability to handle highly confidential information discreetly.

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Experience in government contracting (preferred, but not required).

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Proficient at meeting deadlines.

Working Schedule and Office Hours:

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Part-Time hours (with potential for Full-Time): On average, 5-6 hours per day within our operating hours of 9:00 am - 5:00 pm, Monday - Thursday, 9:00 am – 4:00 pm on Fridays with some days requiring a full schedule on an as-needed basis.

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Weekends and evenings off, typically not required.

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Nostos office is closed on select holidays, many of which are paid, including Thanksgiving, Labor Day, Memorial Day, Christmas Eve/Day, and others that may fall during regular operating hours.

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The position will be based in Woodbridge, VA off of Minnieville Road, but please note that in 2026, our office will be relocating to Old Town Manassas.

Key Responsibilities:

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Research and identify potential job opportunities for bidding.

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Review specifications for potential projects and create summaries for review.

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Complete and compile bidding forms for submission.

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Assist with or handle responsibilities related to awarded projects.

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Manage incoming and outgoing emails and correspondence.

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Maintain and update an online calendar for the owner, Business Administrator, and Project Managers to ensure commitments are met.

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Coordinate document requests, submittals, payment applications, and general inquiries for multiple ongoing projects.

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Schedule certification classes for the crew and track certification renewals.

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Handle insurance matters, including obtaining and filing insurance policies and Certificates.

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Monitor expenses, handle invoices, open and categorize mail, pay bills, and submit monthly financial records to the accountant.

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Maintain employee files, manage weekly payroll hours, and submit records to the accountant for processing.

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Perform general office tasks, including filing, copying, scanning, and faxing documents, and order office supplies.

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Execute local light travel tasks 1-3 times a week, such as dropping off FedEx packages and mail at the post office (gas expenses provided).

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Arrange company travel needs, including hotel and travel reservations.

Compensation & Benefits:

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Starting pay: $17–$22 per hour, based on experience.

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Opportunity for pay increases: Potential to exceed $22/hour as you demonstrate efficiency, initiative, and the ability to take on more responsibilities.

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Performance-based bonuses: Potential for bonuses tied to your individual performance and meeting company goals.

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Company credit card for light travel: 1–3 times per week, gas expenses are covered via company credit card for local travel.

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Paid vacation time: Eligible for paid vacation after meeting tenure requirements.

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Paid personal days: Enjoy paid time off when you need it, without affecting your paycheck.

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Paid holidays: Take paid time off for select holidays throughout the year.

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Flexible work hours: We support work-life balance and offer flexibility in your schedule when needed.

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Potential to move to full-time: Based on performance and business needs, this position offers the possibility to transition to full-time.

If you meet the qualifications and are excited about this opportunity, we encourage you to submit your application. We’re looking for someone who thrives in a dynamic and challenging environment and is ready to make a significant impact on our company’s success.

Job Type: Part-time

Pay: $17.00 - $22.00 per hour

Expected hours: 28 – 40 per week

Benefits:

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Paid time off

Schedule:

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Day shift

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Monday to Friday

Application Question(s):

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This position is currently based in Woodbridge, VA, with the expectation to be onsite during regular business hours. In 2026, our office will be relocating to Old Town Manassas.

Are you able to reliably commute to Woodbridge now, and willing/able to commute to Old Town Manassas once we move?

Ability to Commute:

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Woodbridge, VA 22192 (Required)

Ability to Relocate:

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Woodbridge, VA 22192: Relocate before starting work (Required)

Willingness to travel:

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25% (Required)

Work Location: In person