AP Assistant/Office Administrator

Job Description

Job Description

Job Responsibilities

• Answer incoming calls on multiple line phone.
• Greet and assist office visitors, clients, and vendors.
• Maintain the Accounts Payable e-mail in Microsoft Office 365.
• Input all invoices into QuickBooks & put invoices in Project Managers folders.
• Ensure all necessary backups including any required waivers are received.
• Input expense reports into QuickBooks weekly & ensure they are approved by Project Managers.
• Distribute invoice folders weekly to Project Managers.
• Handling hotel & vehicle reservations for employees and subcontractors.
• Input POs/customer jobs into QuickBooks from PO log.
• Purchasing job materials/phone sales.
• Assist Controller with reconciling accounts.
• Complete Location of Employees Log on a weekly basis & provide info to Controller for payroll.
• Set up and maintain Vendor Records (i.e., Certificates of Insurance, W-9, address/ph# info...etc.).
• Provide administrative assistance to the entire office team.
• Maintain office equipment including copiers, scanners/printers & phone systems.
• Maintain inventory of office supplies (including supplies necessary for office equipment).
• Keep track of inventory of company apparel for employees.
• Print & bind plans/drawings as needed.

Qualifications:

• Previous experience in administrative services or another related field.
• Proficiency in Microsoft Office Suites.
• Knowledge in QuickBooks.
• Deadline and detail oriented. Strong sense of urgency.
• Ability to prioritize and multi-task.
• Strong organizational skills.
• Face of the company – need to communicate and represent the company well.
• Strong leadership qualities & self-starter with initiative.
• General Contracting office experience is a plus.

Company Description

We are a local, family-owned and operated commercial general contractor with a nationwide service area. Advanced Systems Inc. was founded in 1990, and we have over 395 years of collective experience in site development, commercial remodeling/buildouts, and ground-up construction. We provide our clients with design-build services to maximize savings and use our engineering, architectural and interior design-related resources to provide a "Turn-Key" start-to-finish experience for each client.

One of our prime objectives is to minimize the interruption of normal operations for our customers while work is being done. We focus on keeping the business profitable while renovations are taking place. We maintain several crews ready to convert empty space into income-producing space for our clients. We also have a full-service department for all maintenance and repair needs.

Company Description

We are a local, family-owned and operated commercial general contractor with a nationwide service area. Advanced Systems Inc. was founded in 1990, and we have over 395 years of collective experience in site development, commercial remodeling/buildouts, and ground-up construction. We provide our clients with design-build services to maximize savings and use our engineering, architectural and interior design-related resources to provide a "Turn-Key" start-to-finish experience for each client.\r\n\r\nOne of our prime objectives is to minimize the interruption of normal operations for our customers while work is being done. We focus on keeping the business profitable while renovations are taking place. We maintain several crews ready to convert empty space into income-producing space for our clients. We also have a full-service department for all maintenance and repair needs.