Office Administrator

Description

Tecta America Seattle, a commercial roofing contractor, provides a full range of roofing services, including commercial and industrial roofing, re-roofs, leak repairs, preventative maintenance, inspections, and 24/7 service. In addition, we offer roofing services in Washington, Oregon, and Idaho.

The Office Administrator will provide comprehensive administrative support to all departments regarding the day-to-day operations of the Seattle, WA office. This positioin serves as the main office facilitator by providing information, answering questions, and directing all calls and documentation to the appropriate departments.

Various Responsibilities Will Include

• Responsible for handling in-person, phone, fax, and email inquiries and obtaining information for customers, visitors, and all internal departments.
• Assisting with pre-qualification paperwork for potential customers
• Coordination of catering for meetings / office guests
• Post deposits in accounting software, apply payments to outstanding invoices
• Accept credit card payments and forward for processing
• Accounts Payable:
• Matching Packing List, Purchase Orders with Invoices
• Purchase Order Entry
• Reconcile and report discrepancies found on Invoices
• Enter Invoices timely
• Print Vendor Checks Weekly, mail with remittance detail once signed
• Compile and maintain all vendor files
• Balance Monthly Vendor Statements
• Matching Packing List, Purchase Orders with Invoices
• Purchase Order Entry
• Reconcile and report discrepancies found on Invoices
• Enter Invoices timely
• Print Vendor Checks Weekly, mail with remittance detail once signed
• Compile and maintain all vendor files
• Balance Monthly Vendor Statements
• Request and Maintain Supplier and Subcontractor Lien Waivers
• Manage Subcontractor Contracts and Certificates of Insurance
• Resolve Issues with Vendors as needed
• Various duties as required by Controller
• Ordering for and maintaining office supplies inventory
• Track and reconcile credit card receipts to statements
• Assist with pulling required documentation for internal / external audits as directed by Controller
• Service Dept. Co
• File and maintain hard-copy files/ documents, as well as file electronically
• Create inspection reports for customers as required
• Create service tickets and paperwork for roofing technicians
• Tecta Tracker data entry and photo uploading
• Respond to customers in a timely manner
• Provide accurate and timely invoicing to customers
• Resolves product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution
• Recommends potential products or services to management by collecting customer information and analyzing customer needs
• Prepares product or service reports by collecting and analyzing customer information
• Provides invoicing for services provided and follows up with customers on outstanding invoices
• Safety
• Maintain / report OSHA logs
• Complete monthly reporting to corporate safety team
• Work with third-party safety administrator in the coordination of any injuries / workers comp claims
  

Salary range is $70,000-90,000/yr with annual bonus

Tecta America Seattleoffers a comprehensive benefits package including medical, dental, vision, 401(k) with company match, paid time off, paid holidays, etc.