Office Administrator - Commercial General Contractor

Job Description

Responsibilities:

Primary responsibility for this position will be creating and managing information and administrative documentations on both the cost and income sides assisting with AP/AR processing and various administrative duties for multiple projects at a time.

Reports To:

• Controller and Senior Project Administrator
  
  

Job Summary:

The Office administrator is a key liaison between the Project Manager, Accounting Staff, Architects, Vendors, Subcontractors and Clients.

General Summary of Duties:

The Office Administrator is responsible for all logging, tracking, disbursing, and managing all information while working with other departments to ensure administrative organization, efficiency, and customer satisfaction.

Travel:

• At this time travel is not required for this position.
  
  

Responsibilities:

• Review and process sub billing
• Full charge bookkeeping
• Run and prepare reports for PM staff & President.
• Assist with RFI’s submitting, tracking and logging.
• Coordinate writing and processing of contracts, purchase orders, change orders.
• Communicate daily with site superintendents and project managers.
• Track job progress and paperwork, status of orders and client change orders
• Maintain project files and paperwork.
• Develop & maintain working relationships with clients, consultants, and other customers.
• Organize, plan & prioritize workload.
• Communicating with supervisors and peers.
• Problem resolution.
• Work collaboratively with other departments.
• Assists as needed for project/task completion & overall growth of company.
  
  

Prepare client billing and submit in proper format with appropriate paperwork.

Minimum Job Qualifications:

• Solid employment history
• Can demonstrate successful Full charge bookkeeping experience
• Microsoft Office Suite experience: Outlook, Excel, Word, PowerPoint (Advanced experience with spreadsheets & reports)
• Timberline accounting software experience (strongly recommended) and/or Sage intacct
• Deadline & detail oriented.
• Excellent verbal & written communication skills
• Strong accounting/bookkeeping/math skills
• Ability to adapt to different software
  
  

Supervisory Responsibilities:

• There are no supervisory responsibilities for this position.
  
  

Mental and Visual Requirements:

• Close mental and visual attention required to perform work dealing primarily with preparing and analyzing data and figures, using a computer terminal, and reading.
  
  

Physical Activities and Requirements:

• Uses personal computer approximately 4-5 hours per day.
• Uses telephone and email to communicate with consultants, contractors, and coworkers, approximately 5-6 hours per day.
• Sits approximately 5-6 hours per day.
  
  

Equipment Used:

• Ability to operate various office equipment including computer, printer, telephone, fax machine, copier, and collating equipment.
  
  

Environmental Conditions:

• Work is performed in an office setting where there is no substantial exposure to adverse environmental conditions.
  
  

Company Description

Established Commercial Construction Company serving clients in the Northeastern, Midwestern and Mid-Atlantic United States. Located in Central New York for 34 years. Our company mission is to serve our clients with excellence. Building High Quality, Environmentally responsible, Socially conscientious projects on Budget and on Time.

Established Commercial Construction Company serving clients in the Northeastern, Midwestern and Mid-Atlantic United States. Located in Central New York for 34 years. Our company mission is to serve our clients with excellence. Building High Quality, Environmentally responsible, Socially conscientious projects on Budget and on Time.