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Administrative Manager
2 months ago
Job Summary
ProSearch, a leading general contracting and construction management firm, is seeking an experienced Administrative Manager to join their team. As an Administrative Manager, you will play a critical role in ensuring the smooth operation of the office and supporting the construction team.
Key Responsibilities
- Monitor and manage all paperwork associated with construction projects, including contracts, change orders, accounts payable and receivable, and invoicing.
- Assist the Project Manager in monitoring projects and change orders, ensuring they are on schedule and within budget.
- Maintain accurate and up-to-date employee files and ensure new hires complete all necessary paperwork.
- Generate cash flow reports and manage bookkeeping using QuickBooks.
- Prepare financial reports using Microsoft Excel.
- Communicate effectively with customers and vendors to resolve issues and provide excellent customer service.
- Prioritize tasks and manage multiple projects simultaneously to meet deadlines.
- Organize and maintain files for customers, vendors, contractors, and employees.
- Process recurring entries and create new accounts as needed.
- Review financials for accuracy and prepare special reports as requested.
- Compile information for annual general liability and workers' compensation insurance audits.
- Work with vendors and project managers to resolve pricing differences on invoices and resolve any expenses without a purchase order.
- Perform all banking functions and process accounts payable.
- Ensure all vendors have submitted a W-9 form and current certificates of insurance with the appropriate limits.
- Maintain certificates of insurance for general liability and workers' compensation annual audits.
- Verify vendor federal ID/social security numbers for printing 1099s at year-end.
Requirements
- 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 providing superior client service.
- Strong organizational and analytical skills.
- Strong attention to detail and good follow-through skills.
- Proficient in Microsoft Office products and QuickBooks or similar software.
- Knowledge of bookkeeping and financial reports.
- Committed to professional development.
What We Offer
ProSearch offers a competitive compensation package, including a stipend for healthcare benefits and paid time off. Additional benefits are in process.
ProSearch is 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.
