Business Operations Administrator I

The Business Operations Administrator 1 is responsible for entry-level business administration processes, reporting, and accurate record keeping in assigned areas.

Entry-level position – Generally has up to three years of experience and/or demonstrated job relevant knowledge/skills. Relies on instructions and pre-established guidelines to perform the functions of the job; works under immediate supervision. Initial work schedule to be 5 days a week in-office with a potential for hybrid work schedule.

Essential Functions:

• Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission.
• Assists business units and respond to financial questions/concerns to meet business needs.
• Tracks and records invoices from suppliers and subcontractors.
• Assists with payments and lien releases. 
• Tracks status of vendor invoices, coordinates with project managers to ensure payment approved to be released.
• Cross references invoices with on-site documentation to ensure material delivery. 
• Prepares Schedule of Values payment applications for payment and ensures job protection remains up to date.
• Submits request to customers as contractually scheduled.
• Reports monthly billings to be reviewed by management. 
• Coordinates with project teams to ensure proper communication methods are being used. 
• Reviews and tracks payment terms for each individual project and client.
• Ensures payments are made against applications for payment within contractually agreed deadlines. 
• Communicates with project teams regarding issues with customers/payments. 
• Manages intra company cash transfers.
• Investigates and resolves balance sheet reconciling items on a timely basis
• Sets up new projects in construction accounting system with accurate job cost code and sales tax bucketing.
• Enters subcontracts in construction accounting system. 
• Enters customer change orders and subcontractor change orders.
• Manages tracking procedures set forth by Operations Manager.
• Assists with tracking of new sales contracts and monthly reporting to management.
• Vets new vendors and setting up in construction accounting system.
• Understands how to read certificates of insurance and track compliance. 
• Assists Project Managers in editing purchase orders.
• Understands/reviews taxes, cross reference invoices and purchase orders to under proper tax is being entered. 
• Communicates tax discrepancies/updates with vendors as needed.
• Tracks and organizes office inventory (office supplies, breakroom supplies..etc).
• Oversees physical office and inventory management.
• Keeps all inventory clean and organized including front desk/front office area, break-room, server room, desk and other storage areas. 
• Works safely always, and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
• Tracks and organizes certified payroll documentation. 
• Adheres to any contractual obligations as it pertains to certified payroll reporting, OCIP..etc.
• Assists Operations Manager with minimal request for proposal tasks. 
• Creates a warm and welcoming atmosphere in the office. Uses professional conversation skills with co-workers, vendors, clients and guests. 
• Organizes and monitors large meeting events, ensure clean and prepared conference room. 
• Provides meals as needed for team meetings and corporate events held in office.
• Tracks and organizes Operations Department task tracking documentation, customer pay application tracking documentation, subcontractor and vendor tracking documentation. 
• Acts as the primary point of contact for any office-related inquiries and issues.
• Communicates with project teams for accurate predictions of monthly billings and provide feedback to leadership team. 
• Communicates with vendors to update compliance documents, contact and banking information. 
• Communicates with corporate accounting team and complete tasks as needed. 
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of construction accounting principles, budget preparation, and strong business acumen.
• Knowledge of GAAP (generally accepted accounting principles) as it applies to the construction industry and company.
• Working knowledge in the use of computer programs and systems utilized by the company (Acumatica, Microsoft Dynamics, Excel, Bluebeam/Adobe etc.).
• Strong research, problem solving and investigation skills.
• Ability to work independently. 
• Ability to complete tasks/data entry accurately and on-time. 
• Ability to meet tight deadlines.
• Strong interpersonal communication skills and customer service skills including both written and oral.
• Ability to work in fast paced environment with frequent interruptions.
• Excellent interpersonal skills to establish working relationships with multiple departments and various levels of the organization.
• Excellent organizational, planning, multi-tasking, and time management skills, deadline oriented.
• Show commitment to teamwork and innovation. Ability to be proactive, flexible and dynamic.  

Education and Experience:

• High school diploma or equivalent required.

• Bachelor’s degree in accounting preferred but not required.
• Up to three years of applicable experience required.

• Prior construction industry experience preferred but not required.

Supervisory Responsibilities:

• None.

Travel: 

• Up to 5%

Physical Requirements:

• This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc. 
• This role frequently communicates with others, must be able to professionally exchange accurate information in these situations.
• This role routinely uses standard office equipment such as computers, printers/scanners. 
• Occasionally moves materials or equipment weighing up to 15lbs.

Work Environment:

• This job is generally performed in a professional office environment.
• Frequently works at fast pace with unscheduled interruptions.

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed. 

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