Full Job Description

Administrator Assitan

Job Responsibilities

Maintain project schedules and different phases of construction jobs

-Review and confirm jobs on the calendar for the following day

-Track Change Order Approvals and billing

- Monitor project progress and provide regular updates to management

- Manage project documentation, including contracts, and change orders

- Assist in the preparation of project budgets and cost estimates

- Create and send proposals/estimates to new and existing customers

-Invoice jobs via Quickbooks system, A1A (Progressive Billing )

-The administrative aspect of this role concludes managing document filing systems (both digital & physical), and distributing incoming correspondence accordingly while also being responsible for the execution of outgoing mail or packages. Additionally, performing basic bookkeeping duties along with assisting in planning events or appointments are part of their respective tasks.

- Weekly payroll processing, which includes reviewing and making any changes or adjustments to make sure all hours are entered correctly into the system before running payroll

- Assisting in maintaining and creating HR paperwork, training manuals, employee recognition awards, Employee Birthdays, etc., Safety Meeting Agenda

Software: Quickbooks, Jobber, Go High Level, Excel, Outlook. APD

Job Requirements

1. Organizational Skills: Ability to manage multiple tasks and prioritize work effectively to meet deadlines. This includes maintaining orderly files, managing schedules, and coordinating appointments seamlessly.
2. Communication Skills: Strong written and verbal communication skills are essential for interacting with colleagues, clients, and other stakeholders professionally and courteously. This includes clear and concise correspondence via email, phone, and in-person interactions.
3. Attention to Detail: Being detail-oriented is crucial for accuracy in tasks such as data entry, proofreading documents, and maintaining records. Small mistakes can have significant implications, so a new hire is expected to pay close attention to detail.
4. Time Management: Efficiently allocating time to tasks and projects is vital. New hires should demonstrate the ability to manage their time effectively, ensuring that deadlines are met and priorities are addressed appropriately.
5. Adaptability: Flexibility in handling various responsibilities and adapting to changing priorities or situations is essential. Administrative assistants often encounter unexpected challenges, so the ability to remain calm and adaptable is highly valued.
6. Professionalism: Upholding a high level of professionalism in all interactions, maintaining confidentiality when handling sensitive information, and representing the organization positively are paramount expectations for new hires.
7. Technology Proficiency: Proficiency in basic office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with other relevant software and tools used in the organization's operations is expected. Willingness to learn new technologies and software is also essential.
8. Customer Service Orientation: Demonstrating a customer-centric approach in dealing with clients and internal stakeholders, ensuring their needs are met promptly and courteously, contributes to the organization's reputation and success.
9. Problem-Solving Skills: Being able to identify issues or inefficiencies and proactively propose solutions demonstrates initiative and resourcefulness, traits highly valued in administrative roles.
10. Team Player Attitude: Collaborating effectively with colleagues and supporting team members when needed fosters a positive work environment and contributes to overall productivity and success.
11. Initiative and Ownership: Taking initiative to anticipate needs, suggest improvements, and take ownership of tasks assigned demonstrates a proactive attitude and commitment to contributing to the organization's goals.
12. Professional Development: Willingness to engage in ongoing learning and professional development to enhance skills and knowledge relevant to the role and industry is expected.

Skills Required

• Administration - Intermediate
• Bookkeeping - Intermediate
• Marketing Project Management - Intermediate

Attachments

No Attachments

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