What are the responsibilities and job description for the Business Administrator/Office Manager position at ESTAIT Construction, LLC?
Business Administrator/ Office Manager
Why:
- Small Business with Large Dollar Invoices and Budgets that needs to be organized so
employees, Sub-Contractors, and Suppliers paid regularly and on time so they can thrive
- Fast-moving business with many transactions that need to be organized and accounted
for
- Manage business office work to free Company President up to focus on closing more
work to grow the company
- Very fulfilling and crucial roll to a very reputable company ensuring the lifeblood of our
business continues to thrive by paying our bills and invoicing and collecting from our
amazing customers
Results:
- Office organization and efficiency will allow company president to focus on
estimating and marketing which will grow the company
- Company growth will provide better benefits, pay, and opportunities for all team
members
- Be part of a young, fun, and growing team poised for huge growth and success
Benefits:
Competitive Salary
401k Plan
Duties and Position:
- Organize and file vendor invoices and company expenses in job specific folders
- Comfortable with and experience using Microsoft office mainly excel
- Comfortable with and experience using Quick Books Online
- Ability to type at least 45 words per minute
- Ability to learn and use our software system Job Tread used for creating invoices and taking
payments
- Prepare customer invoices and update project budgets monthly
- Convert companies financed projects from invoices to bank draws to be reviewed by company
president before submitting to bank
- Invoice Cash Paying Jobs through Job Tread Software which is connected to Quick Books
- Log deposits into Quick Books
- Organize and manage company payments via check, Credit Cards, ETF to make sure all vendors
and Sub Contractors are being paid efficiently and timely. We cut check through Quick Books
- Convert Bid jobs into contract with our PDF and DocuSign Systems
- Send budget updates to owners to sign before turning into banks
- Compile all receipts into pdf documents for Bank Draws
- Create Lien Waivers where needed and applicable for checks
- Execute monthly call with book keeper to answer any questions or discrepancies on monthly
reconciliation, and chase down any charges or unknown bills or invoices to book keeper
- Maintain current insurance certificates and update as needed into our software program
- Review invoices with Company President and Cut Checks to Sub-Contractors twice per month
- Meet with New Clients, Company President, and Company Designer, and Construction Team to
go over new home plans, create budgets and procure estimates from our preferred suppliers and
sub-contractors
- Be on site as much as possible to learn the business and see construction progress
- Work closely with VP of design on budget updates and tracking
- Learn and prepare building applications to turn into cities for building permits
- Participate in company weekly planning meetings Friday mornings to go over schedule and
company information
- Be flexible to running errands, filling into other roles where needed as we grow
- Organize and coordinate any admin items that come up such as but not limited to: ordering
company apparel, food for company meetings or company team building activities, printing off
signs for showings or parade houses, etc.
- Keep shop fridge stocked with everyone’s favorite drinks