What are the responsibilities and job description for the Office Assistant position at Executive Glass Services Inc?
Office Assistant
Job Overview
Executive Glass Services, Inc. (EGS) is looking for an Office Assistant to join the team. The Office Assistant is responsible for keeping the office supplied and organized and supports the coordination of Account Receivables, 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
- Assist with matching packing slips with invoices and stamps for approval
- Enter new jobs and sync in QuickBooks and QuickBooks Time
- Create/start job ticket for new jobs, fill out AIA, and request COIs for new jobs for APMs
Weekly
- Enters AP invoices in QuickBooks and files to open AP
- Matches AP payments with invoices
- Prepare a new job folder and scan any highlighted plans to APM’s folder. Place job folder in APM’s bin.
- 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
Monthly
- 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 service and toner replacement for printers
- Order office supplies and unpack shipments
- Prepares End of the year files to be picked up, shredded
- Help with EGS event planning and staging
- Other assigned administrative duties
Position Qualifications
- 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 Smartsheet’s preferred
Working Hours & Location
- Monday-Friday (8:00am-4:30pm)
- Full time position
- Sterling, VA (EGS Office)
