Job Summary
Supervised by division manager; coordinates office activities and maintains business files of project by performing the following duties. Supervising and managing senior office manager and office manager.
Responsibilities
- Assists project manager in preparation and filing of such documents as subcontracts, major purchase orders, and daily extra-work reports.
- Sets up and maintains project files: subcontracts, purchase orders, vendors, and general information/correspondence and/or other business transactions.
- Prepares and distributes such reports as approved by the project manager: job and equipment, field staff, and administrative time sheets.
- Receives and distributes payroll checks.
- Processes and reconciles approved bills by matching invoices with packing slips.
- Maintains payment log for subcontractors and purchase orders.
- Sends approved invoices, purchase orders, and project submittals to accounting and general engineering divisions.
- Photocopies and distributes Requests for Information (RFI) and correspondence for project engineers.
- Opens and routes incoming mail, correspondence, answers phones, and prepares outgoing mail, UPS and overnight deliveries.
- Operates computer terminal to input and retrieve data for project manager, engineer, superintendent, and/or foremen.
- Prepares correspondence with Unions, approved by project manager.
- Prepares, files, and distributes accident reports.
- Prepares and processes paperwork for newly hired and terminated employees.
- Receive, file and code all material purchases in TimberScan.
- Approve invoices for payment when receipt of material is confirmed. Invoices less than $5000 will be processed, invoices over $5000 will require PM approval.
- Assist with special projects and ad-hoc assignments as directed by division manager.
- Performs other duties as assigned.
Experience
- Proficiency in Procore desired but not required.
- Requires a minimum of two years of office experience and/or training in office procedures and operations.
- Ability to organize office transactions, and coordinate office activities related to a construction project.
- Ability to establish and maintain cooperative and on-going relations among supervisors, co-workers, field staff, vendors, and business associates.
- Excellent interpersonal, organizational, and communications skills.
Physical Requirements:
The work environment characteristics described below are representative of those an employee encounters while performing the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Required to exert 10 to 20 pounds of force or more frequently, and to lift, carry, push or otherwise move objects.
- Work involves sitting, standing, walking, kneeling, bending, and climbing for varied amounts of time.
Equal Opportunity Employer, M/F/D/DV
Monterey Mechanical is an equal opportunity employer and is strongly committed to implementing its Equal Employment Opportunity/Affirmative Action Policies. We will not discriminate against any person on the basis of ancestry, marital status, race, religion, color, national origin, sexual orientation, gender, disability or medical condition.
We maintain a drug-free workplace and perform pre-employment substance abuse testing.
Pay: $80,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
