Position Overview
Battle Born Welding is a growing structural steel fabrication company that takes pride in producing quality work and building lasting relationships with our customers. While we specialize in custom residential steel for high-end homes, our work also includes commercial projects, custom fabrication, repairs, and a wide variety of steel solutions throughout Northern Nevada.
We're looking for an Administrative Coordinator who takes the same pride in their work that we do. This role is essential to keeping our office, projects, and day-to-day operations running smoothly. From supporting estimating and project administration to managing accounting, compliance, and customer communication, you'll play a key role in the success of every project.
As a growing small business, flexibility is essential. No two days look exactly the same, so we're looking for someone who enjoys staying organized, solving problems, adapting to changing priorities, and continuously improving processes. If you're dependable, detail-oriented, and want to be part of a team that values craftsmanship, integrity, and doing things the right way, we'd love to meet you.
Primary Responsibilities
Construction Administration & Project Support
- Create and maintain project files from bid through project closeout.
- Assist in preparing bid packages by organizing plans, specifications, subcontractor quotes, and supporting documentation.
- Prepare scope letters, subcontract agreements, project correspondence, and other construction documentation.
- Create, issue, and track purchase orders for materials, equipment, and subcontracted services.
- Organize and maintain lien waivers, permits, inspections, and closeout documentation.
- Assist with Davis-Bacon, prevailing wage, and certified payroll documentation when required.
Office Administration
- Answer phone calls and emails while providing professional customer service.
- Coordinate meetings, schedules, and appointments.
- Manage incoming and outgoing mail and deliveries.
- Maintain organized digital and physical filing systems.
- Maintain confidentiality of employee, financial, and company information.
- Assist ownership with administrative projects and special assignments.
- Develop and improve office procedures and organizational systems.
- Serve as the primary administrative resource for the office and shop.
Customer & Vendor Relations
- Communicate professionally with customers, vendors, subcontractors, suppliers, and general contractors.
- Coordinate material deliveries and equipment pickups as needed.
- Request and maintain updated Certificates of Insurance and required compliance documentation.
- Follow up on outstanding project documentation and customer requirements.
- Maintain accurate customer and vendor records.
- Assist with accounts receivable collections and customer payment follow-up when necessary.
Accounting & Financial Support
- Process vendor invoices and prepare assist in customer invoices.
- Maintain current Accounts Payable (A/P) by processing vendor invoices, verifying purchase orders, and preparing payments in a timely manner.
- Maintain current Accounts Receivable (A/R) by preparing invoices, recording customer payments, tracking outstanding balances, and assisting with collections.
- Monitor A/R aging reports and follow up on outstanding customer accounts.
- Prepare and make weekly bank deposits, ensuring customer payments are accurately recorded and documented.
- Reconcile deposits, customer payments, and vendor balances within QuickBooks and JobTread.
- Organize receipts, purchase orders, and supporting financial documentation.
- Submit financial documentation through Controllr (Financial Automation Software).
- Assist with payroll preparation and maintain payroll records.
- Coordinate payroll information with the company's bookkeeper.
- Prepare and submit employee retirement contribution reports and assist with enrollment and adjustments.
- Process child support garnishments and other required payroll deductions.
- Complete monthly workers' compensation payroll reporting.
- Assist with certified payroll and prevailing wage reporting when applicable.
- Support monthly account reconciliations by maintaining complete and organized financial records.
- Help ensure accurate job costing within JobTread.
Company Compliance & Risk Management
- Maintain contractor licenses, business licenses and registrations, annual reports, and required governmental filings.
- Coordinate annual property declarations and business personal property filings with the Assessor's Office.
- Maintain contractor and vendor qualification/pre-qualification documentation and packages.
- Maintain W-9s, Certificates of Insurance (COIs), and compliance documentation for customers, vendors, and subcontractors.
- Track expiration dates for licenses, insurance policies, certifications, and registrations to ensure timely renewals.
- Maintain company insurance compliance, including:
- Amerisafe Workers' Compensation Policy
- General Liability Policy
- Commercial Auto Policy
- Track employee certifications, OSHA records, training documentation, and licensing requirements.
- Coordinate employee retirement enrollment and reporting.
- Assist with employee health insurance enrollment, changes, and benefit documentation.
- Ensure company records remain audit-ready and compliant with customer, insurance, and regulatory requirements.
Software Proficiency
Experience with or willingness to learn:
- Apple Pages
- Apple Numbers
- Google Workspace (Docs, Sheets, Drive, Gmail, Calendar)
- QuickBooks Online
- JobTread
- Controllr (Financial Automation Software)
- Adobe Acrobat Pro
Qualifications
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- High attention to detail and accuracy.
- Strong problem-solving and critical thinking abilities.
- Adaptable and able to shift priorities as business needs change.
- Ability to manage multiple deadlines in a fast-paced environment.
- Strong computer and document management skills.
- Professional customer service and communication skills.
- Ability to work independently while exercising sound judgment.
- Construction administration experience preferred but not required.
- Bookkeeping or accounting experience is a plus.
Ideal Candidate
We're looking for someone who:
- Takes initiative and ownership of their responsibilities.
- Thrives in a small-business environment where responsibilities vary from day to day.
- Adapts quickly to changing priorities and unexpected challenges.
- Enjoys solving problems and finding practical, efficient solutions.
- Is dependable, trustworthy, and accountable.
- Is highly organized and detail-oriented.
- Learns new software and processes quickly.
- Communicates professionally with customers, vendors, subcontractors, and coworkers.
- Can work independently while collaborating effectively with others.
- Follows tasks through to completion while maintaining a positive attitude.
Preferred Qualifications
- Experience in construction administration or project coordination.
- Familiarity with structural steel or commercial construction.
- Knowledge of JobTread and QuickBooks Online.
- Understanding of prevailing wage and public works documentation.
- Experience with lien waivers, certified payroll, and construction compliance.
- OSHA 10 or OSHA 30 certification is a plus.
Why Join Battle Born Welding?
At Battle Born Welding, we're proud of the work we do and the reputation we've built. Every project, whether it's a custom home, a commercial building, or a repair for a longtime customer, reflects the pride and craftsmanship our team brings every day.
We're looking for someone who wants to be part of that. Your work won't happen behind the scenes unnoticed. The organization, communication, and attention to detail you bring to the office directly support our field crews, our customers, and the success of every project we complete. If you enjoy taking ownership of your work, being part of a close-knit team, and helping a growing company continue to improve, we'd love to have you on our team.
Pay: $22.00 - $25.00 per hour
Expected hours: 20.0 – 30.0 per week
Work Location: In person
