Office Administrator
4 weeks ago
ProSearch Maine is seeking an experienced Office Manager to join their team in Falmouth, Maine.
Job Summary:The successful candidate will have a strong understanding of the construction industry and excellent organizational and communication skills.
Key Responsibilities:- Monitor all paperwork associated with construction projects, including contracts, change orders, AP/AR, invoicing, etc.
- Assist Project Manager with monitoring projects and change orders to ensure they are on schedule and on budget.
- Manage employee files, ensuring they are up to date and new hires complete necessary paperwork.
- Generate cash flow reports and be responsible for bookkeeping using QuickBooks.
- Generate reports using Microsoft Excel.
- Communicate with customers and vendors via email and phone.
- Prioritize work and manage multiple moving parts successfully.
- Create and set up files for customers, vendors, contractors, and employees.
- Post recurring entries and create new accounts as needed.
- Routinely review financials for accuracy.
- Prepare special reports as requested.
- Compile information for annual general liability and workers' compensation insurance audit information.
- Compile year-end audit material and tax information for outside accountants.
- Work with vendors and Project Managers to resolve pricing differences on invoices and resolve any expense without a purchase order.
- Perform all banking functions.
- Process all Accounts Payable.
- Ensure all vendors have submitted a W-9 form and current Certificate(s) of Insurance with the appropriate limits.
- Maintain certificates of insurance for General Liability and Workers Compensation annual audit.
- Ensure all invoices and purchase orders are approved by appropriate personnel before being processed for payment.
- Print and assemble all checks with appropriate backup (invoices) and lien releases to be signed.
- Review subcontractor agreements and insurance expiration date before releasing checks.
- Obtain appropriate Lien Release paperwork from the vendor prior to releasing checks.
- Verify Vendor Federal ID/social security numbers for printing 1099's at year-end.
- Experience working in an administrative position in a construction office or similar company.
- Excellent project management, analytical, interpersonal, oral and written communication skills.
- Professionalism, dependability, integrity, and trustworthiness combined with a cooperative attitude.
- Dedicated to superior client service.
- Strong organizational and analytical skills.
- Strong attention to detail and good follow-through skills.
- Computer savvy and proficient in Microsoft Office products and QuickBooks or like software.
- Knowledge of bookkeeping and financial reports.
- Committed to professional development.
This is an on-site position located in Falmouth. Compensation will depend on experience and includes a stipend for healthcare benefits and paid time off. Additional benefits in process.
ProSearch Maine is proud to be an affirmative action/equal opportunity employer. All qualified applicants will receive consideration without regard to race, creed, gender/sex, marital status, sexual orientation, citizenship status, color, religion, national origin, age, disability, veteran status, or any other status protected under local, state, or federal laws.
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