We are in search of our next great team member! We are looking for someone who is organized, task focus, sociable and ready to jump in and help where and when needed! This role plays a huge part in our success. They are responsible for managing office communications and facilitating key tasks and procedures. They also perform a number of administrative support and customer service tasks to ensure efficient operation of their office environment.

This position will be on site and is not a remote position.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned)

Human Resources:

• Hire new employees:
  • Create and maintain new hire packets
  • Set up and order for new employees needing company phones, business cards, company credit cards, computers, etc.
  • Conduct new hire orientations which include AboutTime and safety training for new employees Safety

• Employee info tracking:
  • Track available sick days, benefits, pay rates, start dates
  • Track assets assigned to the employee i.e. trucks, phones, etc.

• Fleet tracking:
  • Maintain records of who company vehicles are assigned to
  • Maintain schedule and records of fleet preventative maintenance
  • Help in process of updating insurance and registration for all vehicles, equipment, and trailers

• Employee info:
  • Processing merit and status change forms
  • Personal information changes
  • Vacation requests
  • Maintain employee files etc.

• Employee Promotions
  • Submit orders for company phones, business cards, company credit cards, computers, ect
  • Request credit cards & request limit adjustments
  • Keep employee phone list updated

Payroll:

• Train employees on About Time/WorkMax and setting up devices
  • Daily time and authenticate time records
  • Monitor & process per diem
  • Process time off requests in AboutTime/WorkMax & submit approved paperwork to corporate
  • Approve daily time records

• Assist employees with questions regarding checks, request for time off, and vacation time

Product Ordering:

• Order and stock office equipment and supplies
• Order shirts, hats, sweatshirts, gloves, and misc. safety gear as requested

Technical Management:

• Order devices for employees; company phones, tablets, and laptops. Assist with setting up as needed.
• Work with the IT department to order and set up devises for new and promoted employees.
• Work with Human Resources and IT to resolve miscellaneous tech issues that come up lockedout of UKG app, issues with WorkMax, etc.
• Be the IT department's point of contact for the branch

Project Coordination:

• Enter job information into Sage software, including estimates and contracts
• Review contracts and secure all requested documentation
• Enter change orders in system
• Enter all sub-contracts (insurance and all other docs)
• Create SOVs (and enter in system)
• Request / Secure / Renew
  • Building permits
  • State and city business licenses
  • Insurance certificates
  • Bonds and Consent of Surety (for Projects or Bids)
  • Supplier lien waivers and finals
  • Pre-liens
  • Permit/manufacturer inspections
  • Insurance for each job
  • Payment & performance bonds as needed

• Submit wage decisions for prevailing wage to Phoenix
• Prepare job books (print and bind)
• Run job cost reports, labor reports, and billing worksheets
• Prepare WIP notes
• Enter job info in to FCS
• Invoice jobs and make collection calls on invoices; track payment and overdue accounts
• Close out jobs in Sage
• Assist in job close out documents with PM

Purchase Orders:

• Assist in ordering product through vendors
• Create POs in Timberline getting information to the requestor and the vendor
• Track purchase order costs on ongoing jobs

Service:

• Communicate with customers to gather information needed for service work orders
• Enter work orders into Sage and FCS
• Assist Services manager in dispatching service calls, as needed
• Assist in monitoring service progress and follow up with techs and clients when requested. Provide clients with status updates and pictures, etc.
• Calculate costs and invoice customers. Monitor payments and call customers as needed.

Safety:

• Assist Safety Manager with accident/injury paperwork and inquiries

Accounting:

• Weekly payment projections for corporate
• Handle questions/discrepancies regarding payroll, benefits, vacation time, lodging, and all policies
• Record and track all invoicing, payments, and change orders
• Set up new customers in AR system
• Bi-Weekly, fill out and send in Visa Recaps in Concur and Home Depot recaps for those with Home Depot Cards.
• Create spreadsheets, policies, etc. as requested
• Enter inventory in Timberline/Sage
• Collections

Miscellaneous:

• Book flights, rental cars, hotels for travel and manage ongoing reservations for extensions, changes, etc.
• Answer branch incoming calls and forward calls / taking messages
• Fax, copy, scan, file, etc.
• Set up files and local systems in branch, also E-files
• Run errands (post office, office supplies, Costco, etc.)
• Notarize documents as needed
• Send out Fed Ex items and certified letters
• Track down paperwork from those not turning in paperwork from all areas

Special Projects:

• Project positive tone for branch and customers
• Maintain organization of the branch
• Other projects as determined

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Prefer 2-3 years experience with contracting or construction office background
• Proficiency in office management, including scheduling, filing, and correspondence.
• Experience in coordinating and managing projects from initiation to completion, including scheduling tasks, tracking progress, and ensuring deadlines are met.
• Strong verbal and written communication skills to effectively interact with team members, clients, and stakeholders.
• Excellent organizational skills to manage multiple tasks simultaneously and prioritize effectively.
• Keen attention to detail to ensure accuracy in documentation, reports, and project deliverables.
• Ability to identify issues, analyze situations, and develop solutions to overcome challenges that may arise during project execution.
• Familiarity with office software (e.g., Microsoft Office Suite) and project management tools/software for tracking progress and managing tasks.
• Ability to collaborate with cross-functional teams and stakeholders to achieve project goals and objectives.
• Flexibility to adapt to changing project requirements, timelines, and priorities in a fast-paced environment.
• Demonstrated leadership skills to motivate and guide team members towards successful project outcomes.
• Candidate must be bilingual in English and Spanish

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to lift and carry between 15 and 25 pounds.
• Ability to twist, reach, bend, stoop, and squat occasionally.
• Must be able to lift material and equipment above a persons head to stack.
• Must be able to sit in an office/desk environment for long periods of time.
• Must be able to use a keyboard and mouse for long periods of time.

We Offer:

• Competitive salary
• Great health insurance options
  • Medical, dental, and vision
• 401K
• Company paid short-term disability.
• Company-paid life Insurance
• Earned PTO, and more!

Employment Classification: Full Time Non-ExemptDuties and responsibilities may be changed at any time at the discretion of management, formally or informally, either verbally or in writing. All employees are at-will employees.