Administrative Assistant

Job Title: Administrative Assistant

Reports to: Human Resources / Accounting Department

Summary:

This is a support position for management and accounting. This role involves a variety of tasks related to organization and communication. This position helps to ensure the efficient and smooth day-to-day operation of our office. In addition, this position will assist the accounting department with essential functions to ensure timely month-end closings and owner billing.

Job Duties:

Assisting with accounts payable and data entry functions.

Answering phones, screening phone calls, and routing to the appropriate party.

Directing all incoming office traffic. You will be the first point of contact for potential clients, existing clients, project team members (architects, designers, engineers, and subcontractors).

New vendor set up which includes tracking down the necessary insurance documents, W9, and safety policy.

Responsible for ensuring that all vendor insurance documents meet our minimum requirements.

General office help including tracking and ordering office supplies for all teammates, in house meeting preparation, and daily mail run.

Oversees office operations.

Field ticket and office overhead data entry.

Account Statement reconciliations.

Correspond with vendors and respond to inquiries.

Support the Project Manager and Superintendent in various Jobsite requests.

Job Qualifications:

Must be highly self – motivated, professional, and capable of managing their workload and prioritizing tasks in a face-paced environment.

Excellent written and oral skills.

Must be VERY computer literate and be proficient with Microsoft Office (Word and Excel).

Organized, detailed oriented and efficient.

Must possess the ability to multitask.

A valid driver’s license and clean driving history are necessary.

Must be able to work independently and as a team member.