Bookkeeping & Administrative Assistant

Haycon Office Support Role

Haycon is a Roxbury-based construction company, with a great opportunity for someone to support multiple office functions. This role is based in the office from 8.00am - 4.30pm Monday - Friday, and is suited to someone with great Customer Service skills and a can-do attitude. Below is an overview of the daily tasks required:

Bookkeeping

• Assist with Accounts Payables, Receivables
• Creating & Sending Invoices
• Tracking & Lodging Payments Received
• Providing Payroll Support for BiWeekly Payroll
  • Previous Bookkeeping experience required, QuickBooks Online strongly preferred

Answer Telephones

1. Screen calls for Executives and email phone messages, making sure messages are checked and dealt with daily
2. Direct calls to appropriate person and/or department
3. Return all calls coming into your line daily

Shipping & Receiving

1. Process/distribute and open all incoming mail for all companies in the building
2. Process and distribute incoming/outgoing UPS/Fedex deliveries
3. Make sure all deliveries are delivered to designated area

Maintain Office Equipment

1. Stock copiers and fax machines with paper, toner etc.
2. Notify/include employees when placing stationery/supplies orders
3. Have equipment maintained when necessary
4. Order office supplies, kitchen supplies, janitorial supplies

Clerical Duties

1. Open, and sort mail for multiple companies
2. Input all invoices into SharePoint database

1. Track credit card receipts and enter in SharePoint
2. Maintain files (paper files & electronic files).
3. Create and maintain a log of user names and passwords
4. Quick Books data entry

IT

1. Assist personnel with computer/cell phone issues.
2. Coordinate with IT for computer maintenance & issues.
3. Set up meetings, scheduling of conference room, etc.

Assist Other Departments

1. Assist Accounting, Project Management & Estimating departments as needed

Work Space Duties

1. Control visitor traffic, schedule conference room meetings, walk-thru when necessary
2. Maintain a safe environment with proper lighting, signage, and disability access, and inspect building for wear & tear
3. Oversee security, fire prevention, and other safety systems.
4. Schedule regular building maintenance, contact professionals for repairs as needed
5. Ensure that occupants are provided with proper utilities, assist with emergency response and evacuations
6. Maintain tenant records, bill monthly lease invoicing
7. Weekly walk around outside of building making sure there is no trash, nails, screws etc. parking areas are free of debris