SUMMARY
Provides a variety of administrative functions in support of the Company's executive leadership including Operations and Accounting Departments. Functions include construction related bookkeeping (invoicing, AP/AR, Payroll), operations and financial management report coordination & generation, filing & copying, organizing office & building, first-call telephone reception, computer file management, office/building supply inventory management, and management meeting scheduling and coordination. Directly supports the GM with invoicing, job costing, and pricing. Supports GM with customer communication by written letter and telephone regarding required job information (job stress letters, etc.). Directly supports the Accounting Manager with data entry and financial management assistance for the A/R, A/P, Payroll, Billing, HR administration, and other administrative bookkeeping processes. Directly handles all collection activity insuring that Company receives timely and full payment. Provides support leadership to all Company departments in financial matters including pricing, cost analysis, and profitability measurement. Performs general administrative duties as assigned by General Manager, Accounting Manager and President.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
• Supports the GM in any and all operations matters, invoicing, pricing, job costing, estimating, scheduling, administration, etc. as needed.
• Under direction of the Accounting Manager, directly supports the bookkeeping operations of the Company providing daily data input and management support to A/R, A/P, and HR administration within the Company including routine administration activity.
• Support the Company's money management functions including payment of bills, credit & collection, invoicing weekly, twice-monthly financial statements, and cash flow controls.
• Assists in processing the weekly payroll information and ensuring the accurate release of payroll checks, payroll reports and required financial submissions on time as required. This employee does not sign payroll or other checks nor approves changes in compensation for any employee.
• Tracks and reports to management the use of regular and overtime by all company personnel.
• Ensures that Accounts Receivable balances are managed effectively. Directly handles collection activity insuring full and timely payment. Works directly with Company attorneys initiating lean proceedings as required and authorized by the General Manager or President.
• Ensures that Accounts Payable balances are managed effectively. Negotiates with vendors to insure the best pricing.
• Assists GM in Operations is coordinating, assembling, and reviewing operations and productivity reports. Cross-train with Scheduling Supervisor in the scheduling function.
• Assists GM in establishing and maintaining a complete and accurate job costing system producing job cost analysis for projects in a timely manner on a weekly basis. Supports the GM in comparing actual costs to the original pricing estimate, including assessing and applying appropriate overhead and labor burden allocations.
• Monitors the performance of the Company's copiers, fax machines, telephone systems, and computer systems and initiates repair/support orders and problem solving.
• Manages all routine human resource administrative functions for the Company. Handles directly all HR communication with employees regarding explanation of benefits, and benefits tracking and information.
• Directly manages office & building supply inventory.
• Organizes office workspaces including Conference Room and reception area of the Company building.
• Provides support to Executive Team with filing and copying and word processing and other administrative service as needed.
• Manages and controls the corporate office environment including office equipment, basic secretarial support, information distribution and other general administrative needs.
• Proactively pursues opportunities for cost savings, productivity improvements, new ideas, products, and/or services (job costing, pricing, inventory, and purchasing) under the guidelines of the Company's business practices to achieve its primary goals of providing high quality customer services and increasing profits in an ethical and moral manner.
• Handles additional responsibilities as needed to assist in the successful operation of the company.
MEASURES OF PERFORMANCE
o Supports the operations, financial & administrative leadership to the Company. Communicates appropriately and effectively within the organizational system, saving the Company time and money by effectively supporting all team members in effective operations, financial and administrative management.
o Supports the General Manager and the Accounting Manager with accurate & timely information & reports with all supporting records up to date and accurate, & management reports submitted on time.
o Processing of A/P & A/R, pricing & quoting, purchasing, inventory control, sales order entry, credit checks, insurance administration, budgetary & cost control reports, computer system report generation, office & operations supply ordering, and/or other financial or administrative processing assigned is timely and accurate.
o Accounts Receivable balances are managed effectively and initiates collections activity such that full and timely payment is received.
o Proactively demonstrates ability to assess problems and needs within the operations and financial management systems and provide prompt responsiveness to requirements for action to be taken in all operations, bookkeeping and administrative areas. Is thorough and complete, seeking clarification as needed to insure accuracy and timeliness for all delegated or directly managed tasks. Complaints about data entry or bookkeeping errors are kept to a minimum and are quickly resolved.
o Effectively & efficiently utilizes the Operations & Accounting System Software and coaches others effectively in the same. Every invoice and deposit processed by Friday.
o As required, monthly reports are accurate and timely produced by the 10th business day following the end of each month.
o Effectively supports all profit centers in achieving cost control and profit goals.
o Effectively handles all daily closing responsibilities:
1) Jobs entered
2) Ordered logged
3) Inventory checked
SUPERVISORY RESPONSIBILITIES
None.
EDUCATION and/or EXPERIENCE
High school diploma plus four to six years of experience and training in administrative assistance and bookkeeping from a business environment is required. AA degree or 4-year college degree preferred. Accuracy is a must.
LANGUAGE SKILLS
Ability to read, analyze and interpret basic business documents. Ability to respond effectively to the most sensitive customer inquiries or complaints. Ability to interact and give clear concise business and instructive information. Ability to write effective and properly formatted business letters. Must possess strong telephone skills for customer, vendor, and employee contact.
MATHEMATICAL SKILLS
Ability to understand and use intermediate math to calculate figures, apply discounts, interest, commissions, percentages and ratios. Ability to apply concepts of basic algebra.
COMPUTER SKILLS
Must be computer literate with three to five years of experience using computers in a business environment. Must have thorough knowledge and experience using Microsoft Excel, Microsoft Word and QuickBooks Enterprise Construction Edition, and is able to learn to use the system to its full capacities for data research, report writing and management accounting purposes.
REASONING ABILITY
Ability to define problems, interpret data, establish facts and draw valid conclusions. Ability to understand a variety of instructions in mathematical or diagram form and deal with abstract and concrete variables.
CERTIFICATES, LICENSES, REGISTRATIONS
State of Texas drivers license.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is required to walk, climb stairs, talk and hear. The employee is required to lift/carry objects of up to 30 pounds. The employee is also required to have average dexterity to use arms, hands and fingers to handle, feel and reach. Specific vision abilities include close vision, distance vision, depth perception, color vision and ability to adjust focus.
WORK ENVIRONMENT
While performing the duties of this job, the Administrative Assistant spends the majority of his/her time in the Company offices and periodically traveling to and from local vendor supply locations. While traveling the position is exposed to all types of weather and road conditions. The noise level in the Company offices is moderate. This position is not considered high risk, other than the hazards of local travel.
WORK HOURS:
Forty (40) hours per week. Actual daily hours will be assigned by senior management and will normally be between 7:00 A.M. and 7:00 P.M. Additional hours as needed for training, meetings and special projects or to meet deadlines and commitments.
I acknowledge that Management reserves the right to change this job description in accordance with changes in the duties and responsibilities of this position. I have read, understand and agree to comply with and perform the duties of Executive Assistant as stated in this job description.
- Location: North Austin
- Compensation: 40k to 50k DOE
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.