What are the responsibilities and job description for the Office Administrator position at Corrosion Integrity LLC?
Basic Purpose
Provide administrative support related to project billings, processing vendor invoices, general office administrative function while fostering good customer relations/service. The Office Administrator will interact Corrosion Integrity, LLC leadership team and customers AR and AP departments, Project Managers, and Project Coordinators to develop efficient administrative processes. This position is a highly visible role within the office as well as other offices within the division.
Essential Functions
¨ Extensive use of Intuit / Quickbooks accounting/management software to process the following items
o Change orders
o Vendor invoices
o Open/Close projects
o Accounts payable & Accounts receivable
o Capital Equipment requests
¨ Invoicing:
o Review contract requirements with respect to invoicing procedures.
o Prepare customer invoices in accordance with contract requirements.
¨ Compile required documentation for all new and active jobs.
o Coordinate with Credit Department to set up new customer accounts.
o Coordinate with Corporate AP department to set up new vendor accounts.
¨ Maintain physical documentations in billing/project files.
¨ Assist the Safety Department:
o Process/track monthly safety paperwork
o Distribute weekly safety information
o Schedule new hire candidates for various clinical testing.
¨ Assist Manager:
o New Hire and Termination paperwork
o Other required paperwork for all employees as requested.
o Maintain employee files and training records
¨ Assist the Collections Department to resolve AR Aging issues.
¨ Send Customer Surveys
¨ Process all lien waivers.
¨ Submit Subcontractors Information into Comply Works.
¨ Assist employees with their timesheets and expense reports in Journyx
¨ Prepare and submit check requests.
¨ Assist with bids and proposal activities
¨ Request insurance certificates per project requirements
¨ Prepare FedEx, UPS and DHL overseas packages.
¨ Process company vehicle License tag renewal.
Additional Responsibilities
- Order equipment, office supplies and consumables as needed.
- Other duties as assigned.
- Assist in distribute materials.
Minimum Qualifications3 years of working experience in accounting or administrative support functions required. Familiar with Accounting software. Must be proficient in Microsoft Office applications (Excel, Word) and ADOBE. Must have excellent analytical skill and internal and external customer service skills. Ability to handle multiple tasks simultaneously. Candidates with prior working experience in construction and/or engineering firm is a plus. Experience preparing lien waivers is another plus. Experience processing reports for Prevailing Wage projects highly preferred. Bachelor's Degree in Business Administration or related field is preferred but not required. Must be able to lift items up to 30 lbs. Physical Demands / Work EnvironmentThe physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands: In the performance of duties for this position, the employee is: regularly required to sit, talk, and hear; frequently required to use hands to finger, handle, or feel objects, occasionally required to stand, reach with hands and arms, climb or balance, and taste or smell; regularly lift and/or move up to 15 pounds. Vision abilities required by this job include close, distance, peripheral, and color vision, depth perception, and ability to adjust focus. Ability for extended concentration. Work Environment: In performing the duties for this job, the employee will Frequent standing, sitting and walking is required throughout the day. Occasional bending may be required. Frequent computer related activities are required. Travel by automobile and airplane may be required.
Climate
A fast pace working environment. Travel is minimal. Highly independent atmosphere where strong general business and interpersonal skills are required. Will work with all levels of management. Adapt to conflicting deadlines and priorities established by the company. Maintain a professional demeanor and practice patience when interacting with people inside and outside the company. This position is currently remote. However, it is intended to be an in office position but flexible on schedule. The office will have a full kitchen and bathroom.
Job Type: Full-time
Pay: $24.00 - $40.00 per hour
Expected hours: 35 – 50 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
- 8 hour shift
- Choose your own hours
Ability to Relocate:
- Pleasant Grove, CA 95668: Relocate before starting work (Required)
Work Location: In person
Salary : $24 - $40