Best Asphalt Inc., located in Romulus, MI, is Southeast Michigan’s preferred paving and site work company. With over 50 years of experience, we’ve established our presence in the commercial and industrial paving and site work fields. We handle excavation, site utilities, grading, milling, paving, patching, concrete work, sealcoating, crack filling, striping and other related services.
We are seeking an Administrative Assistant to join our team in our Romulus, MI office. The Administrative Assistant is responsible for a wide range of administrative tasks supporting daily operations. The ideal candidate is detail-oriented, highly organized, and adaptable, with the ability to thrive in a fast-paced environment while working independently and with the field and office teams.
RESPONSIBILITIES
Office Responsibilities
- Answer phone and field calls for job estimates to field team
- Prepare weekly labor hours tally for payroll processing
- Assist Controller with preparing and reviewing various reports as needed
- Monitor and order office supplies and uniforms with Controller
- Email correspondence, including any requests for estimates
- Schedule annual safety trainings and drug tests for applicable employees
- Weekly light cleaning of office space
Project Coordination Responsibilities
- Create bid folders, download documents, and print drawings as necessary.
- Assist field team in preparing bid documents and prequalification packets.
- Order bid bonds and insurance when necessary.
- Order permits when requested and close out when completed.
- Manage and organize project documentation, including contracts(AIA), change orders, submittals, etc, ensuring the bid file is complete with information.
- Process field time sheets to allocate job cost of labor time for each job
- Total all job tickets in order to reconcile material with the invoices.
- Enter all information in Procore and Textura as required per job and create invoices.
- Maintain updated bid list
- Close out jobs at year end
Accounts Payable and Receivable Responsibilities
- Coordinate monthly billings with field management
- Manage all electronic incoming invoices in the AP email account
- Ensure invoices are paid on time
- Work in conjunction with Controller and Director of Operations to maintain updated receivables report
QUALIFICATIONS AND REQUIREMENTS
- Proficiency in Microsoft Excel, Word, Outlook, and with Google Workspace is required.
- Experience with QuickBooks Premier and construction management software (ie. Procore) and other relevant tools is preferred.
- Experience with construction management software (ie. Procore) and other relevant tools is preferred.
- Excellent organizational skills with a keen eye for detail; capable of managing extensive documentation accurately.
- Effective communication skills for coordinating between clients, contractors, suppliers, and internal teams.
- Familiarity with contracts, change management procedures, and construction estimating practices .
- Ability to prioritize tasks efficiently through excellent time management skills in a fast-paced environment.
- Must be reliable, dependable, and a team player.
- Ability to work independently.
- Pay rate based on experience level.
- Monday through Friday schedule
Benefit Conditions:
Job Type: Full-time
Pay: $40,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Compensation Package:
Application Question(s):
- When are you available to start?
Experience:
- construction industry: 1 year (Required)
Work Location: In person
