OVERVIEW
The candidate we seek will have knowledge of the construction industry and will have preferably worked for a contractor and be able to use his/her past experience and training in this role.
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MAJOR DUTIES
Provides administrative support to the Director of Operations.
Process weekly Certified Payroll Reports per project per DIR requirements.
Manages and organizes all aspects of construction administration from assigning job starts, setting up the job binders and billing folders.
Assists with monitoring certificates of insurance and subcontractor agreements.
Requests insurance certificates, and enters into the accounting system and tracks and records preliminary lien information
Builds relationships and communicates via telephone and e-mail with individuals associated with each job such as clients, General Contractors, vendors and other construction experts.
Compiles and maintains project files and ensures the files are complete and that all aspects of the job are on file.
Maintains and updates the customer and vendor list and maintains and updates the client log through QuickBooks.
Takes notes at the weekly construction meetings and makes changes and updates project reports on a weekly basis.
Helps manage all virtual files for active jobs to include schedule of values, budgets, client billings and change orders.
Prepares monthly time and material billings, fixed price contracts and special billings for each job.
Sends invoices, backup and lien releases to each client on a monthly basis and assists with accounts receivables.
Prepares close out job packages when required which includes final lien releases, warranties and retention billings.
Answers a multi-line phone system, transfers calls and provides information and assistance to callers.
Codes AP invoices to the proper job and assigns the cost codes to each invoice and enters into the accounting system.
Generates all CA invoices from QuickBooks
Handles, monitors and/or maintains employee expenses forms, timecards, sick leave and vacation requests.
Orders and maintains office inventory and office equipment and handles all incoming and outgoing mail including UPS shipments and overnights, and maintains the company's file storage system.
Submits service requests when needed to the information technology, telecommunications and copy service vendors.
Strong Accounts Payable and collections skills.
REQUIREMENTS
Minimum 2 years' of related experience with a contracting firm as a construction project coordinator and administrator
Education beyond high school required with an Associate's degree or Bachelor's degree preferred
Experience in general office administration, accounts payables and receivables and human resources support.
Intermediate to advanced knowledge of Microsoft Word, Excel and Outlook and with Internet research
Experience with MS PowerPoint, Microsoft Project, Microsoft Publisher, QuickBooks are highly desirable
Excellent oral and written communication, interpersonal and customer service skills
Strong organizational and time management skills and keen attention to detail
Ability to ask questions when appropriate, be resourceful and exercise good judgment
Ability to manage multiple tasks and priorities and to meet deadlines
Proven track record of work stability, dependability, accountability, adaptability and flexibility in the workplace
Ability to work independently as well as in a team
A valid California Driver's License, a good driving record and own transportation
Bi-Lingual a plus
Apply By:
For immediate consideration, send your resume with cover letter and include salary history and requirements
- Location: Canoga Park
- Compensation: Please send salary history with resume
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.
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