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Administrative Assistant
3801 NW Fruit Valley Rd Suite D Vancouver, WA 98660 US
Job Description
Job Responsibilities: To assist assigned department with various administrative functions, including billings, coordinate projects by following job checklists, contractor relations, collections and daily tasks.
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Specific Responsibilities
Specific responsibilities include (but are not limited to):
- Answer, screen and transfer phone calls
- Gather job and billing data from customer
- Complete project/job setup for all new jobs in department – Job setup in Sage/Service
- Trade/Procore including SOV’s & Budgets.
- Maintain project Criteria Sheets and determine all items are completed by the respective associate
- Certified Payroll setup (working with accounting)
- Requesting COI’s and resellers permit
- Track project specific insurance certificates
- Creating and sending invoicing
- Answering customer questions regarding invoicing
- Credit card reconciliation
- Entering PO’s
- Responding to customer calls/emails
- Vendor setup (working with accounting)
- Prepare and modify documents including correspondence, reports, drafts, memos, and emails
- Follow up for payment statues per RHFP collections procedures
- Check/send mail
- Invoice approval
- Contract monthly billings – including preparing and running a billing meeting
- Fill out any contractual documents needed to facilitate a completed contract.
- Read through contracts searching for keywords – Certified Payroll, due date, invoices, pay apps, waivers, insurance requirements, OCIP, CCIP, retention
- Complete project close out upon completion of project
- Update project files for accuracy – maintain a clean and organized filing system for each project and client
- Support department, and PM with tasks, as needed
PREFERABLE CONSTRUCTION BACKGROUND
Essential skills
Excellent written and verbal communication skills, organization skills, adaptability, ability to multi-task, attention to detail, decisive and action-oriented, strong time management skills, self-motivated, strong customer service skills, team player, highly competent with productivity software (MS Office products, Cloud based platforms) and other computer applications. Knowledge of Sage and Service Trade a bonus.
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Working Conditions
Expected working hours and conditions are as follows:
Monday – Friday 7:30am to 3:30pm in an office setting with normal working conditions.
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Physical Requirements
Repetitive tasks including, but not limited to:
- Computer/tablet operation
- Sitting at a workstation or desk
- Email, telephone and direct communication.
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