Office Administrator
1 month ago
Responsibilities:
Primary responsibility for this position will be creating and managing information and administrative documentations on both the cost and income sides assisting with AP/AR processing and various administrative duties for multiple projects at a time.
Reports To:
- Controller and Senior Project Administrator
Job Summary:
The Office administrator is a key liaison between the Project Manager, Accounting Staff, Architects, Vendors, Subcontractors and Clients.
General Summary of Duties:
The Office Administrator is responsible for all logging, tracking, disbursing, and managing all information while working with other departments to ensure administrative organization, efficiency, and customer satisfaction.
Travel:
- At this time travel is not required for this position.
Responsibilities:
- Review and process sub billing
- Full charge bookkeeping
- Run and prepare reports for PM staff & President.
- Assist with RFI’s submitting, tracking and logging.
- Coordinate writing and processing of contracts, purchase orders, change orders.
- Communicate daily with site superintendents and project managers.
- Track job progress and paperwork, status of orders and client change orders
- Maintain project files and paperwork.
- Develop & maintain working relationships with clients, consultants, and other customers.
- Organize, plan & prioritize workload.
- Communicating with supervisors and peers.
- Problem resolution.
- Work collaboratively with other departments.
- Assists as needed for project/task completion & overall growth of company.
Prepare client billing and submit in proper format with appropriate paperwork.
Minimum Job Qualifications:
- Solid employment history
- Can demonstrate successful Full charge bookkeeping experience
- Microsoft Office Suite experience: Outlook, Excel, Word, PowerPoint (Advanced experience with spreadsheets & reports)
- Timberline accounting software experience (strongly recommended) and/or Sage intacct
- Deadline & detail oriented.
- Excellent verbal & written communication skills
- Strong accounting/bookkeeping/math skills
- Ability to adapt to different software
Supervisory Responsibilities:
- There are no supervisory responsibilities for this position.
Mental and Visual Requirements:
- Close mental and visual attention required to perform work dealing primarily with preparing and analyzing data and figures, using a computer terminal, and reading.
Physical Activities and Requirements:
- Uses personal computer approximately 4-5 hours per day.
- Uses telephone and email to communicate with consultants, contractors, and coworkers, approximately 5-6 hours per day.
- Sits approximately 5-6 hours per day.
Equipment Used:
- Ability to operate various office equipment including computer, printer, telephone, fax machine, copier, and collating equipment.
Environmental Conditions:
- Work is performed in an office setting where there is no substantial exposure to adverse environmental conditions.
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