Job Overview
We are seeking a dynamic and detail-oriented Administrative Assistant to join our team.
Responsibilities
· Act as the “public face” of the company by serving as the front desk point person and main phone operator
· Assist with Accounts Payable/Accounts Receivable
· Perform coding & processing of Accounts Payable invoices for payment
· Check invoicing & billing from subcontractors and vendors for accuracy
· Data entry into Quickbooks
· Maintain record management systems for lien waivers, invoices, etc.
· File lien waivers and other filing duties to maintain historical records
· Make deposits at bank daily
· Assist with home closings
· Pick up, sort, and file mail daily
· File city permits for new home starts
· Assist with mailings to customers, vendors, and subcontractors
· Create new home care kits, home buyer gift box, and home buyer information binder
· Answer phones & assist customers, vendors, and subcontractors both in person and on the phone
· Maintain record management systems for Certificates of Insurance and Subcontractor Agreements
· Serve as internal BuilderTrend PO System integrator
· Assist with quarterly rebates
· Maintain records and files in an orderly and up-to-date manner
· Perform various research tasks and competitive analyses
· Maintain subsidiary accounts by verifying, allocating, and posting transactions
· Balance subsidiary accounts by reconciling entries
· Make recommendations for and implement internal process improvements
· Active collaboration with sales, customer service, estimating, and financial department functions
· Order office supplies and equipment as needed; maintain office equipment.
· Protect the privacy of all confidential and financial information of the company and the customers
· Administrative assistance for all areas of the company
· Assist Warranty Team with customer integration, communication, and BuilderTrend system
· Create an atmosphere of cooperation, enthusiasm, teamwork, customer satisfaction, and professionalism among staff members, subcontractors, vendors, and customers
· Keep the office and common areas neat and tidy, being sure the areas are presentable and welcoming for customers and visitors of the spaces
· Clean countertops daily, take kitchen & bathroom trash out daily/as needed, unload dishwasher, spot touchups/vacuum as needed, general upkeep of office
· Other duties as needed
Skill Set
· Proficiency in QuickBooks
· Proficiency in learning software programs (BuilderTrend, Quick Books)
· Proficiency Microsoft Office – Especially Word & Excel
· Top notch organizational skills
· Ability to manage multiple priorities in a fast paced environment
· Ability to pass all mandatory pre-employment checks including criminal records and background, valid driver’s license and clean driving record, as well as bondable
· Must demonstrate excellent attention to detail
· Self-starter and Multitasker
· Must have reliable vehicle to perform various management tasks and errands including daily bank deposits and mail pick-up
· Good judgment and common sense is expected in all interactions with customers, suppliers, and subcontractors
· Must successfully complete pre-employment psychological and basic skills exams
· Must possess exceptional problem solving abilities and organizational skills
· Complete assignments timely, completely, and accurately
· Excellent verbal & written communication skills
· Thorough knowledge of general accounting
· Preference for detailed work with the ability to work well under pressure
· Must be assertive and maintain a positive attitude
DRESS CODE: Business Casual
HOURS: Monday – Friday 8:00am – 5:00pm
The company cultivates an atmosphere of camaraderie and teamwork amongst our office and field employees. In addition, they provide an ideal work/life balance with generous PTO and holidays, professional growth opportunity, family-friendly and dog-friendly office environment.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Administrative: 1 year (Required)
Work Location: In person
