Construction Office Administrator-Remote

Overview

We are seeking a Construction Office Administrator in a remote position to join our team! You will perform clerical and administrative functions in order to drive company success for multiple divisions of commercial and government construction.

Responsibilities

• Be available by phone each day at 7 : 30am. Communicate throughout the day with the Operations Manager, Project Managers and the Company President to ensure the company is running smoothly from an administrative standpoint.
• Ensure accounting functions are completed efficiently and effectively daily
• Ensure all vendor invoices are entered into the accounting / construction management platform within 24 hours of receipt. File invoices / receipts in Dropbox and delete from accounting inbox
• Ensure accounting team has previous month P&L, balance sheet and AR / AP report for CFO / CEO review by the 8th of the following month for the previous month
• Ensure payroll is entered accurately with hours properly allocated by Wednesday at 11am in Gusto. Provide payroll journal and report to CFO by 1pm Wednesday.
• Ensure certified payroll is completed by Thursday 10am for all jobs
• Create workers compensation weekly log by Thursday 10am
• Oversee all filing are done correctly and accurately within 48 hours of receipt of all paperwork
• Maintain good relationships with vendors. Respond to all correspondence with vendors within 24 hours of receipt. If payment is not able to be made, communicate regardless. Do not wait for vendor to contact company if payments are late. Be proactive.
• Bring to the attention of the CFO / President any issues with vendors. Ensure issues are corrected
• Ensure payables are paid in a timely fashion. Immediately notify the CFO / President of any past due accounts. Continue follow up with the CFO / President until the issue is corrected.
• Handle all HR issues with HR consultant within 12 hours of notification
• Prepare weekly list of all bills to be paid on Wednesday. Prepare A / P checks and payroll checks once a week only at the same time, upon approval by CFO / President. Send to Office for printing and distribution.
• Review disciplinary action items provided by Construction Supervisor. Enter write up in Gusto HR platform. Prepare monthly employee report card with Construction Supervisor by the 5th of each month for the previous month
• Onboard new hires through online onboarding platform
• Ensure all quarterly filings are completed on time (tax, sales tax, payroll, 401K, HUT)
• Submit resumes for new candidates to the Operations Manager for review
• Ensure all projects are in construction management software with employee time and costs being properly allocated daily
• Oversee and ensure safety and site safety plans, toolbox talks and job-related safety items are completed in the construction management platform. Send all reports weekly to file in binders in the office for on-site audit.
• Ensure with fleet manager all vehicles have up-to-date inspection, registration, insurance and pre-check inspections in the vehicle. Maintain digital log.

Qualifications

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