Vacancy expired!
Excavation Contractor seeking various office positions;
Construction Office Manager
Bookkeeping
Logistics
We are a small but growing company. We all wear many hats, role flexibility is key.
Teamwork makes the dreamwork:
Greeting customers, in person or on the telephone; answering or referring inquiries. Greet visitors warmly and make sure they are comfortable.
Answer phones and route calls to specific people. Take and relay messages. Answer inquiries about the company. Compose and send emails. Make phone calls to contractors and clients.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
Operate office machines, such as photocopiers, scanners, facsimile machines, voice mail systems, calculators, databases, and personal computers. Keeps equipment operational by following manufacturer instructions and established procedures. Place a service call for malfunctioning office equipment.
Organize and maintain paper and electronic files. Filing (2,000+ items per month – Open AP, Paid AP, CCC AR Invoices, waivers, daily logs, meeting minutes, permit copies, proposals, other)
Disseminate information by using the telephone, mail services, websites, and email.
Create spreadsheets and input data. Create presentations and publications, PR packages, etc.
Create, disburse, and file purchase orders and change orders using Microsoft Excel and email.
Type minutes of meetings and disburse via email.
Prepare/type letters and other correspondence using Microsoft Word and disburse via email.
Type contracts (client and subcontractor), and disburse via email, file, etc.
Open mail, date stamp, and distribute according to procedures. Receive, sort, and distribute parcels. Prepare mailing labels. Match invoices to delivery receipts/work orders.
AR Invoices - Email/process- create waiver as needed/notarize, scan & name file, email to the client, record in Receivables Excel, move pdf to correct Dropbox folder, make file/billing copies as needed, and distribute/file. Insert bills in envelopes and mail if hardcopy is required.
Print/scan/email/file construction drawings as needed. Retrieve files for personnel.
Deposit checks digitally. Collect payments and post them to accounts. Send out notices to overdue accounts. Reach out to customers with unpaid debt and attempt to collect from them. Maintain files on the financial status of accounts. Keep track of delinquent accounts.
AP Check Run - type waivers, pull invoices paid, log payments on invoices, attachments/remit filled out, stuff in envelopes, add postage/mail. Waivers from AP invoice payments.
Submittals, RFI’s, Invitations to Bid, Bids, O&M Manuals, and Work Permits per procedure.
Obtain Certificates of Insurance and W-9 as needed per procedure.
Qualifications
Previous experience in administration and/or construction is a must
Editing, proofreading, and professional writing skills are essential
Excellent communication skills and phone etiquette
Proficient in office software applications (e.g., Microsoft Office Suite)
Ability to multitask and prioritize tasks effectively
Knowledge of project coordination processes is a plus
Ability to work independently and as part of a team
