Division Administrative Assistant

Division Manager Assistant

The Division Manager Assistant role provides administrative support to Division Managers, Project Engineers, corporate departments and affiliates in day-to-day coordination and management of business operational activities. Following Standard Operating Procedures & Business Practices to ensure efficient business operations, market growth and profitability.

Primary Location: Rolling Meadows, IL

Essential Functions:

• Act as a liaison between Division Managers and other departments.
• Clarify and expedite problems. Coordinate and communicate work efforts with appropriate manager and maintain working relationships and public relations.
• Perform basic clerical functions which include filing, typing, scanning into Viewpoint and data entry.
• Assume additional responsibilities as directed by supervisor.

Typical Support Duties:

Division Manager/Project Engineer Support

• Input’s job set up into Viewpoint. Sets up new customers as needed.
• Secures Project Certificates of Insurance and OCIP/CCIP enrollment (as required) and responsible for related reporting.
• Secures bid bond/performance bonds as needed.
• Issues subcontracts as needed. Responsible for securing signed agreements, subcontract COI’s and administers the SL compliance process.
• Enters subcontract CO’s as directed.
• Review’s receivables and aging reports, focusing on 60 Day outstanding items with Division Manager to pursue collections.
• Project Close Outs Documentation.
• Implements project close protocols.
• Compile and prepare various reports for manager’s use (as needed). Forensic job cost analysis.
• Utilizes Document Tracking Application for recordkeeping purposes.

AR Support

• Submits progress billing Pay Applications and customer-specific affidavits a/o other customer-specific draw request documentation.
• Prepares and submits weekly, monthly, quarterly, and annual reports of certified payroll reports, employee hours and utilization, minority participation tracking, etc., as required by contract.
• Prepares and submits T&M billings and associated documentation as required.
• Responsible for setup and maintenance of job-specific T&M billing templates.
• Fosters working relationships with GC’s project accountants to ensure their requirements are met expediting receipt of timely payments.
• Completes AR Statement Reviews from 3rd parties requested by customers.
• Review receivables and aging reports with Division Manager to pursue collections.

AP Support

• Proactively secures vendor material and 2nd & 3rd tier subcontractor waivers in anticipation of draw funding and prepares waivers of lien.
• Provides support to Accounting resolving AP issues includes but not limited to subcontract CO’s, compliance holds/releases, account credits, and assists in resolving on account/cash receipts issues.
• Establishes AP vendor invoicing portals.
• Requests new subcontractor/vendor sets up and is responsible for securing W9’s.
• Resolve cash receipt issues.
• Manage/monitor contractor payments.
• Manage subcontractor compliance:
• Signed/executed contracts
• Account balances
• Collect and track waivers from contractors/suppliers
• Provide cost control support for field as necessary

Purchasing Support

• Works with Controller to secure a Building Materials Exemption (BME) for work in an Enterprise Zone.
• Works with Purchasing to ensure material purchases are being sourced and expensed to the appropriate Division Manager’s established phase codes for tracking for specific projects.
• Coordinate proper phase code utilization on projects.

Accounting Support

• Collaborates with Accounting Department to affect the annual COI Renewal process.
• Prepares job cost journal entries for misallocated costs to a phase code/job.
• Supports affiliates by sharing expertise as it relates to job-related Viewpoint applications and processes, in resolving G/L out of balances, contract over billings, utilization of bill groups, over/under release of retention, T&M Billing errors, etc.,
• Creates and maintains Viewpoint Standard Operating Procedures.

Skills, Knowledge and Experience:

• High school business curriculum or equivalent combinations of training and minimum of 1 year of job-related work experience.
• Knowledgeable in Construction-related documentation and processes. (Knowledge of Viewpoint Construction Software is preferred, but not a requirement).
• Solid written and verbal communication skills.
• Strong computer skills, including Microsoft Office Word, Excel, PowerPoint, etc.
• Accounting/bookkeeping skills.
• Attention to detail, focused and exceptional problem-solving skills.
• Ability to prioritize tasks working in team setting, as well as independently.
• Must be courteous, professional, and diplomatic in dealing with customers.

Kelso-Burnett is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, sexual orientation, gender identity or age.

Job Type: Full-time

Pay: $60,000.00 - $63,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $60,000 - $63,000