What are the responsibilities and job description for the Administrative Assistant position at 84 Lumber Company?
The Adminstrative Assistant is responsible for assisting salespeople and Project Managers in their customer service and construction activities.
Responsibilities
Creating store estimates within the UNIX System from take offs. Theses store estimates need to be set up to match the schedule of values set by the COM and Project Manager.
Facilitate account set up of each account by providing credit with the proper documentation and sub account credit limit amounts.
Sourcing Special Order products needed to fulfill job requirements and obtain actual cost for pricing.
Provide vendor information and costing to the COM to initiate Letter of Intent to vendors for projects.
Incorporate Special Orders into the correct estimates to determine accurate costing and pricing.
Create a super estimate of material needs in order to create load list of combined like items.
Review combined like items needed for the job with the project manager, store manager, and purchasing to determine what items can be direct shipped to the job site and to also determine if inventory levels are or will be sufficient for the life of the project.
Daily audit of store invoicing activity of MF projects.
Produce job status report of product shipped and labor paid to the COM for AIA billing purposes on a monthly basis.
Work with accounts receivables for application of payment to the correct sub accounts upon receipt of check and remittance.
Assist in creating Change Orders by obtaining pricing on materials need to complete Requested Change Order.
Create Purchase Orders for the store based on the Schedule of Values.
Manage and or update estimates as needed to correctly reflect the material that is to be shipped.
Taking phone calls from salesmen, project manager, and vendors and responding quickly and efficiently.
Procure documentation need for submittals either from vendors and/or purchasing.
Compile submittal documentation and put together in a format that meets customer requirements.
Qualifications
Ability to read and comprehend documents (i.e. policy and procedure manuals); write routine reports and correspondence; speak/present in front of a small group.
Ability to define problems, collect data, establish facts, and draw valid conclusions; interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Utilize Word Processing Software, Spreadsheet Software, Inventory Software, Internet Software, Order Processing System, and Project Management Software.
