Office Administrator

Qualifications

• High school or equivalent (Preferred)
• QuickBooks: 5 years (Preferred)
• Microsoft Office: 5 years (Preferred)

Full Job Description

Qualifications

• At least 3 years experience as an Office Manager in a construction environment
• Strong organizational skills
• Strong written and verbal communication skills
• Effective listening skills
• Strong multi-tasking abilities with the flexibility of changing priorities
• Analyzes problems and makes sound decisions in a timely manner based on objectives, risks, implications, and costs.
• Tactful and mature demeanor with well developed interpersonal skills including the ability to work well with diverse personalities
• Highly motivated and goal oriented self starter
• Excellent attention to detail
• Works easily with others
• Comfortable making contact with clients and companies via phone and email.
• Advanced Quickbooks experience
• Computer literate: MS Office, Outlook, Excel, Word, Quickbooks
• Familiarity with construction drawings/plans
• Experience working for a small company or must be comfortable working in a small company atmosphere
• High School Diploma – some college preferred.

Authority

• The Office Admin reports to the President.
• The Office Admin has the authority to access confidential financial and employee information.

Responsibility

• The Office Admin is directly responsible for the day to day administrative functions of the company.
• The Office Admin is responsible for all maintaining all employee records, tracking work related injuries and performing all accounting functions.

Duties

• Perform reception duties – answer phone, receive and sort mail, prepare outgoing mail and greet corporate office visitors.
• Maintain files – create job files and/or binders, payables files, employee files, banking files both manual and e-files.
• Assist Construction Estimator in obtaining bids from subcontractors and vendors for upcoming projects.
• Process bid awards to subcontractors and set up job binders.
• Perform bank reconciliations, funds transfers, ach and check payments.
• Process payroll and download reports.
• Maintain General Ledger.
• Order all office supplies and assist in jobsite supply orders when necessary.
• Create all change orders and invoices/AIA billings for clients.
• Collect and oversee all lien releases/preliminary notices.
• Ensure all subcontractors and suppliers insurance and licenses are up to date
• Track bidding process and ensure all proposals have been received per job
• Ensure all safety meeting sign in sheets are collected and filed.
• Collect dailies from Project Manager and file appropriately.
• Report and work related injuries to the insurance company.
• Create and maintain all job descriptions, employee handbook and HR forms.
• Perform all new hire orientations.
• Generate all final checks and issue exit forms.
• Process all check top deposits via scanner to deposit into bank account.
• Maintain all office equipment.

Job Type: Full-time

Pay: $18-$22 per hour depending on experience

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• QuickBooks: 5 years (Preferred)
• Microsoft Office: 5 years (Preferred)

Work Location:

• One location

Typical start time:

• 7AM

Typical end time:

• 3:30PM

This Job Is Ideal for Someone Who Is:

• Dependable -- more reliable than spontaneous
• Detail-oriented -- would rather focus on the details of work than the bigger picture
• Autonomous/Independent -- enjoys working with little direction

Job Type: Full-time

Pay: $ $22.00 per hour

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Education:

• High school or equivalent (Preferred)

Experience:

• QuickBooks: 1 year (Preferred)
• Microsoft Office: 1 year (Preferred)

Work Location: In person