What is your mission?

You will provide the best service to our partner client by performing these tasks:

• Record bills and expenses in QuickBooks.
• Prepare AIA invoices, including:
  • Filling out business address, project contacts, tax ID, COI, OSHA records, NAICS codes, etc.
  • Using data from internal sheets to complete requested customer forms.
• Prepare weekly payroll reports by:
  • Collecting data from the ERP system.
  • Pulling labor hours for specific localities and prevailing wage jobs.
  • Verifying hourly wage amounts and detailing night/out-of-town work.
• Handle document procurement for bids:
  • Pull requested documents for bid submissions.
  • Maintain schedules of bid due dates to ensure timely submission.
  • Create reference job lists for bid work.
• Manage email communications for the President and Controller.
• Assist the President with measurements and photos from estimate appointments to prepare quotes.
• Obtain quotes for services such as payroll, insurance, and more for the President/Controller.
• Perform rental property management tasks, including:
  • Preparing lease agreements using templates.
  • Contacting tenants about payments and repair schedules.
  • Obtaining quotes or bids for repair work.
• Verify data accuracy during transfers from ERP to QuickBooks.
• Conduct monthly AR checks to ensure all prior month jobs on the calendar are billed.
• Review daily timecards:
  • Address missed punches, late arrivals, call-offs, and PTO days.
• Take on additional administrative tasks as needed, with the listed responsibilities as the primary focus.

Who are we looking for?

• At least 5 years of experience in administrative, executive assistant, or bookkeeping roles.
• Proven expertise in QuickBooks for financial and accounting tasks.
• Proficient in Microsoft Office applications, including Word, Excel, and Outlook.
• Exceptional verbal and written communication skills for clear and professional interaction.