Administrative Specialist

Job Overview
This person works as part of a larger administrative team that will be responsible for construction billings, accounts receivable collection, material and safety coordination. Organization and Communications skills will be of utmost importance. This individual will need a strong background in completing tasks in a timely manner and be able to communicate to various team members related to task specific items.

Duties (include but are not limited to the following)

• Be able to work a minimum of 36 hours a week.
• Primary to answer all phone calls to the Omaha office main phone line.
• Answer Service phone line for Omaha/Lincoln offices in afternoons and backup for Lincoln office admin staff.
• Send out on call information to answering service & staff.
• Check in ordered material daily and scan packing sheets to job files.
• Follow up on material that hasn’t arrived and communicate with project managers.
• Complete monthly construction invoices and paperwork. Includes preparing invoices to email/mail out and entering them into accounting system. Also includes updating warranty report and sending this out to appropriate staff.
• Help maintain customer information in various systems.
• Order office supplies, safety equipment, copier supplies, and postage meter supplies.
• Go to DMV to license new vehicle purchases.
• Prepare safety training test & grade exam for new hires that view safety videos.
• Organize weekly safety tool box talks subject matter for the construction & service teams.
• File for job permits for Omaha Location jobs every other week.
• Complete requests for COI’s and W-9’s as needed.
• Assign project booking numbers as requested.
• Process all job bookings and change orders into accounting system, create billing form, and add jobs to hours spreadsheets & salesmen spreadsheets.
• Complete Vendor monthly reporting and submit to Vendor portals as needed.
• Run monthly service contract job costs for service managers.
• Maintain paperwork for service contracts and tracking of paperwork. Including sending service visit paperwork to customers.
• Assist Operation Manager with hours tracking and reporting needs.
• Completes account receivable call-outs on past due accounts and communicate to Administration Manager with findings.
• Mail & email out Monthly Accounts Receivable statements.
• Update job applicants to DOL spreadsheet.
• Send out quarterly new hire & position changes to all staff.
• Create safety manuals for contractors upon request.
• Greet visitors and direct them to appropriate personnel.
• Maintain positive working relations and open communications with employees and external customers.
• Work in a team environment with other workers to accomplish tasks at hand.
• Provide a positive and flexible attitude.
• Perform other related duties as assigned.

Skills

• Strong time management abilities to prioritize tasks effectively in a fast-paced environment.
• Proficiency in clerical duties with a focus on accuracy and attention to detail.
• Excellent customer service skills with a friendly demeanor to foster positive client relationships.
• Experience in office management practices to streamline operations.
• Ability to type efficiently while maintaining high levels of accuracy.
• Competence in computerized systems for record keeping and data management.
• Experience in customer support roles that require effective communication skills.
• A high school diploma or GED, with a two or four-year degree would be excellent.
• Knowledge of Foundations accounting software would be excellent.
• Team player willing to assist others as needed.

Essential Functions

• Be able to sit or stand for extended periods of time.
• Actively participate in the company wide Health and Safety plan

This position is ideal for individuals who thrive in a dynamic environment and are eager to contribute to the success of our team through their administrative expertise.

Job Type: Full-time

Pay: $18.75 - $23.75 per hour

Expected hours: 36 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Experience:

• Administration: 1 year (Required)

Language:

• English (Required)

Location:

• Omaha, NE 68127 (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person

Salary : $19 - $24