Construction Office/Accounting Assistant

Construction Office & Accounting Assistant

Job Overview

Executive Glass Services, Inc. (EGS) is looking for an Office / Accounting Assistant to join the team. The Office/Accounting Assistant is responsible for keeping the office supplied and organized and supports the coordination of Account Receivables and Account Payables and Project Teams

Executive Glass Services, Inc. (EGS) is a mid-size commercial construction company in business nearly 20 years with a well-established group of positive, motivated employees who enjoy working together. Employees are encouraged to voice their ideas and collaborate, and management values and rewards quality work. EGS company culture includes occasional lunch events, company outings, and holiday gatherings. The company also has an excellent benefits package for permanent full-time employees, including paid company holidays, paid vacation, 401k with company match, as well as medical and dental.

 
Position Responsibilities and Duties

Daily

·  Answer phones, route calls and take messages
·  Check and distribute mail
·  Assists with packing slips with invoices and stamps for approval

· Enter new jobs and sync in QuickBooks and QuickBooks Time

· Assist with matching packing slips with invoices and stamps for approval

Weekly

· Enter Account Payable Job-related invoices in QuickBooks

· Matches AP Payments with invoices and files

· Prepare UPS labels and packaging for job samples and returns for APMs & PMs

· Send email receipt of UPS label and sample pictures to APM’s for reference

· Requests for COIs for new jobs

· UPS Reconciliation

· Gas Cards Reconciliation

Monthly

· Create/revise AR billings (AIA & QuickBooks invoicing)

·  Submit monthly billings to GCs
·  30 – 60 Day Collections
· Closes jobs in QuickBooks and QuickBooks time and files closed physical job folders
· Submit meter readings for copiers/fax machines

· Other filing projects as assigned

As Needed

· Call or email Facilities Manager for building issues

·  Call for services and toner replacements for printers

·  Maintain and order office/ kitchen supplies and unpack shipments
·  Help with EGS event planning and stage in 
·  Other assigned administrative duties

Position Qualifications

· Preferably Construction / Accounting Background

· Strong time management and organizational skills

· Excellent written and verbal communication skills

· Construction and/or project management professional experience

· Understanding of billing needs, such as AIAs, change orders, PO’s, etc.

· Administrative experience, such as document filing, answering phone calls, etc.

· Comfortable communicating with external general contractors, project managers, estimators and superintendent

· Experience with QuickBooks

· Experience with Smartsheets preferred

Working Hours & Location

·         Monday-Friday (8:00am-4:30pm)

·         Full time position

·         Sterling, VA (EGS Office)