Job Description: Administrative Assistant                                                                               

Reports to: Office Manager

Summary

The Administrative Assistant performs routine clerical, secretarial and administrative work in answering telephones, receiving the public, and providing customer assistance.  This role is also responsible for the data entry of accounts payables, receivables and cash receipts and other duties as assigned.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Accounts Payable

Match invoices with purchase orders and receiving tickets, distribute to appropriate individuals for approvals.
Code invoices as to proper G/L account, job and cost code accounts; and review coding by others as to accuracy and consistency.
Key internal and vendor invoices into Foundation Software.
Prepare invoices for check run, print and post checks, match invoices, get signatures and mail checks on appropriate day.
Follow up calls and research with any vendor questions, etc.
Review new vendor requests for Reitter Stucco credit history.
Create and maintain all files, books, procedure manuals, etc.

Accounts Receivable

Code billing as to proper G/L account, job and cost code accounts.
Key billing to Foundation Software, and record onto individual job cards.
Print and post invoices, copy as needed, mail to clients.
Prepare daily bank deposit from Supply and Production, back-up as to bank run.
Key deposits to Quickbooks and Foundation Software, maintaining proper customer accounts.
Follow up calls and research with any client questions, collection issues, etc.
Maintain weekly A/R aging printouts for management meetings.
Review and maintain Reitter Stucco requests for new client credit history reporting.
Create and maintain all files, books, procedure manuals, etc.

Payroll and Human Resources Functions

Set up appointments for interviews, and prepare interview paperwork for hiring manager.
Work with Operations/Human Resources on application/new hire questions and issues.
Assist with maintaining the Company’s employee handbook communicating policies, conduct, substance abuse, and safety programs.
Create and maintain all files, books, procedure manuals, etc.

Operations – Admin Support

Set up new jobs into Foundation Software

Import budget estimates
Print daily log sheets, production reports, and directions
File Notice of Commencements when necessary

Run weekly job cost reports for Sales Ops Meeting
Transpose handwritten daily logs into electronic job files
Manage weekly tool box talk and SIP program
Assist operations department in maintaining files, books, procedure manuals
Assist in the requisitioning and ordering of materials and equipment necessary to complete jobs under direction of the superintendents

Miscellaneous


Filing
Incoming mail sorting, distributing and processing.
Telephone operator
Central point for office supply ordering and office equipment maintenance.
Assist with Organizing company outings and events.
Assist with establishing and maintaining social profiles for the company such as Company Website, LinkedIn, Facebook, and Twitter.

Competencies

Technical Capacity.
Personal Effectiveness/Credibility.
Thoroughness.
Collaboration Skills.
Communication Proficiency.
Flexibility.

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files up to 25 lbs., open filing cabinets and bend or stand as necessary.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.  

No travel is expected for this position. 

Required Education and Experience

High school diploma.
2-3 years of clerical and accounting work in the construction industry.   

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.