GENERAL RESPONSIBILITIES: 24 Hrs/wk. to start. Under the supervision of the Owner(s), the Office Administrator is responsible for administering business office operations for 2+ small residential construction related businesses, ensuring that services are provided to internal and external customers in an efficient manner. The Office Administrator must have excellent communications, organizational , time management, and customer service skills.
ESSENTIAL DUTIES include the following (other duties may be assigned):
Provide administrative and business support to the business principals; preserve confidential organizational information, whether written or oral.Administer the day-to-day office operations of the business including Accounts Payable; Accounts Receivable; and Correspondence and Word Processing for the organization. Must have experience with QuickBooks and Excel.
Maintain a Project Central Filing System-must have a general understanding of standard submittal processing, project document control and administration and certificate of insurance requirements. Must have general knowledge of invoice processing for payments. As necessary, send documents to appropriate person(s) for signature/authorization.
Assist Project Personnel in preparation of new home construction project cost estimates, billing packages, and job cost spreadsheets.Have a basic understanding of Contracts, Subcontracts, and Insurance for construction projects. Assist the Owner(s) in payment of business-related expenses, billing reconciliation and correspondence.
Assist the Owner(s) and Project Personnel in the preparation of bids and responses to inquiries.Maintain all lists, addresses, logs, calendars, records and files for the Business Office.Maintain adequate office supplies to ensure continuous business operations.Maintain personal composure and integrity in stressful conditions.Perform job related duties as required by Owner(s).
KNOWLEDGE AND ABILITIES:
Quickbooks- Accounts Payable and Accounts Receivable, invoicing, General Ledger and Payroll.
Principles of supervision and management, Record keeping and database management. Some knowledge of principles and practices of construction business office operations
Excel Spreadsheet competancy
Time Management: Must be able to be productive without supervision.
Ability to: Read, write, and verbally communicate at a professional level. Perform multiple tasks in an organized and timely manner. Operate office equipment: Calculator, keyboard, internet phone system, fax, and photocopier. Develop and maintain effective working relationships. Follow written and oral directions. Identify and solve routine and moderately complex problems in the business office. Perform math skills adequate for accurate addition, subtraction, multiplication, and division.
EDUCATION AND EXPERIENCE
Two years of relevant work experience.Working knowledge of Microsoft Office, Word/Excel/Outlook, and QuickBooks is required.
The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. This is primarily an office position. However, while performing the duties of this job, the employee is occasionally exposed to outside weather conditions and a moderate noise level for occasional pickup and delivery of lightweight materials to job sites and/or other offices. Employee must follow recommended safety precautions such as hardhats and safety glasses when applicable.
While performing the duties of this job, the employee is frequently required to use hand and fingers, to grasp, grip, handle or feel. The employee is frequently required to sit for extended periods of time, and to talk and hear. The employee is occasionally required to stand, walk, use stairs, ladders, and step stools and reach with hands and arms. Must be able to frequently lift and/or move up to 10 pounds and may occasionally lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to focus.
SALARY: $13-$15.00/hr. based on experience level
Construction Office Experience Helpful
Job Type: Part-time with possible full-time opportunity
- High school or equivalent
- Microsoft Office: 2 years
- Excel: 2 years
- QuickBooks: 2 years
Job Type: Part-time
- High school or equivalent
- Excel: 1 year
- Administrative: 1 year
- Quickbooks: 1 year