Office Administrator

Job Description: Office Administrator

Core Value Mindset
We are focused on building a motivated workforce that lives by our core values of Extreme Ownership, that will Service The Customer Above All Else . We employee team members that take responsibility for their work and are Open Communicators who buy into the importance of Continually Improving Themselves . Honesty and Integrity are key. You must be willing to do what you say you were going to do when you say you were going to do it. Our goal is always: Build It Right the First Time.

Key Duties and Responsibilities
The Office Administrator is ultimately responsible for all required output of the administrative support of the company and all general office duties as requested. While the duties noted below are listed as current tasks, the office administrator is responsible for these functional areas and is expected to manage the tasks as they need to be completed.

• Receive Customer Purchase Orders and assign Job Numbers from the job tracker in Spark & QuickBooks - ensure correct points of contact for billing are in QB (phone/email/addresses)
• Manage correspondence by answering emails and US Postal Mail and follow thru with interoffice communications.
• Interacts with Company Management, carry out their requests on all other administrative/general office duties.
• Answer phones, routing calls to appropriate person, taking messages and maintain effective interoffice communications.
• Interface with employee technicians to support the Operations Team
• Permits - management of applications, calling in job inspections and maintaining all job permits to support the Project Managers
• On boarding of new employees within Insperity and key liaison for Insperity communications
• Notice to Owner submissions as requested working with vendor - Statewide Notifier
• Ensure that all invoices are routed to the correct points of contact
• Print, sign and notarize Lien Waiver Releases per customer request, maintain in appropriate job folder.
• Generate our job contracts, receive/route customer job contracts to Executive Leadership, manage contract delivery to customer, filing
• Customer billing thru Procore / Textura / Wide Area Workflow, AIA 702/703 & verification of accuracy within QuickBooks
• Complete Certified Payroll
• Provide customers and municipalities with COI documentation from Brown/Brown & Insperity
• Organizing customer job files / electronic and hard copy - supporting the operations team
• Attend company meetings as required
• Ensure all operational and in progress reporting in Spark (Monday.com) is current
• Ensure all job files contain purchase orders; contracts; and are organized.
• Photocopies and files appropriate documents as needed. Keeping hard copy files organized
• Maintains and orders office supplies per established budget / submit itemized receipts
• Follow up on Accounts Receivable invoices (via phone & email) for all invoices that are past NET 30
• Maintain a supply of branded Tee Shirts and PPE safety items
• Manufacturer portal management eg: Commscope, Corning, Belden, etc., reporting quarterly sales, coordinate & arrange trainings, certification documents.
• Maintain SAM.gov certification.
• Responsible for licensing renewals (City / County / Others as Required)
• Maintain all company socio economic certifications for WOSB, and SBA compliance.
• Responsible for prequalification(s) as required by General Contractors and government entities.
• All required annual filing documents