Department Administrative Assistant

Job Responsibilities: To assist assigned department with various administrative functions, including billings, coordinate projects by following job checklists, contractor relations, collections and daily tasks.

Specific Responsibilities

Specific responsibilities include (but are not limited to):

• Answer, screen and transfer phone calls
• Gather job and billing data from customer
• Complete project/job setup for all new jobs in department – Job setup in Sage/Service
• Trade/Procore including SOV’s & Budgets.
• Maintain project Criteria Sheets and determine all items are completed by the respective associate
• Certified Payroll setup (working with accounting)
• Requesting COI’s and resellers permit
• Track project specific insurance certificates
• Creating and sending invoicing
• Answering customer questions regarding invoicing
• Credit card reconciliation
• Entering PO’s
• Responding to customer calls/emails
• Vendor setup (working with accounting)
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails
• Follow up for payment statues per RHFP collections procedures
• Check/send mail
• Invoice approval
• Contract monthly billings – including preparing and running a billing meeting
• Fill out any contractual documents needed to facilitate a completed contract.
• Read through contracts searching for keywords – Certified Payroll, due date, invoices, pay apps, waivers, insurance requirements, OCIP, CCIP, retention
• Complete project close out upon completion of project
• Update project files for accuracy – maintain a clean and organized filing system for each project and client
• Support department, and PM with tasks, as needed

PREFERABLE CONSTRUCTION BACKGROUND

Essential skills

Excellent written and verbal communication skills, organization skills, adaptability, ability to multi-task, attention to detail, decisive and action-oriented, strong time management skills, self-motivated, strong customer service skills, team player, highly competent with productivity software (MS Office products, Cloud based platforms) and other computer applications. Knowledge of Sage and Service Trade a bonus.

Working Conditions

Expected working hours and conditions are as follows:

Monday – Friday 7:00am to 4:00pm in an office setting with normal working conditions.

Physical Requirements

Repetitive tasks including, but not limited to:

• Computer/tablet operation
• Sitting at a workstation or desk
• Email, telephone and direct communication.

Direct Reports

None

Salary Range: $23.00-$27.00 per hour Depending on Experience

Paid Time Off: 80 hours upon completion of 90-day probationary period

Holiday: 8 Paid Holidays

Health: Medical, dental, vision 100% coverage for employee after a successful completion of 90-day probationary period.