What are the responsibilities and job description for the Part-time Administrative Assistant position at Z Bos Electrical LLC?
Part-Time Administrative Assistant (4-Days; 4 - 6 Hours/Day)
The Part-Time (4-days; 4-6 hours/day) Administrative Assistant professionally, proficiently and collaboratively carries out all aspects of the Company’s front office as directed by the president/owner and as generally outlined below.
This position REQUIRES someone who is thorough, has extremely strong organizational and communication skills, and is experienced in preparing financial reports (experience in billing and collections related to the construction trade is a major plus).
Our ideal candidate’s approach to communications will be clear and forthright, and their honesty, work ethic, and attention to detail will make her/him a highly valued member of ZBOS’s team.
Key Responsibilities
· Assist owner/president in the oversight of administrative matters related to the business activities of ZBOS Electrical LLC, a commercial electrical contracting company in business since 1978.
· Consistently communicate with owner/president regarding “state of the business,” any business/financial issues, employees, emergencies, messages, and all other pressing matters.
· Regularly, each day, review, organize and take appropriate action on emails as instructed by owner/president or his advisors. These include, but are not limited to:
**Emails requiring a response or other action, including communications from clients (GC’s, PM’s, Site Supervisors, Accounting Departments) and vendors (sources of purchased materials).
**Coordinate, update and keep track of appointments, project schedules, requests for services, bids or quotes.
**Monitor status of open bids and follow-up with General Contractors/ Project Managers re awarding of open bids.
**Supplier invoices; other billing.
**Organize and maintain contract related information.
**Secure and monitor status of licensing, permits, inspections, lien releases and NTO’s.
- Prepare progress invoices and change orders in a highly accurate and timely manner.
- Assemble the closeout package including maintenance agreements, equipment information, warranties, and contractor contact information.
- Maintain excellent working relationships with customers, vendors, external accounting, and others supporting the Company.
· Possess a thorough and broad knowledge of Microsoft Office Suite, in particular Word and Excel; understand basic aspects of QuickBooks Online (a plus).
· Exhibit polite and helpful manner in all communications, especially on the telephone.
· Effectively collaborate with the Company’s external resources.
Job Type: Part-time
Pay: $20.00 - $26.00 per hour
Expected hours: 16 – 20 per week
Benefits:
- Flexible schedule
Schedule:
- Choose your own hours
- Day shift
- Monday to Friday
- No nights
- No weekends
Experience:
- Microsoft Excel: 1 year (Required)
Work Location: In person
Salary : $20 - $26