Operations Administrative Assistant

Job Description:

The Operations Administrative Assistant position is responsible for partnering with the operations, estimating, and accounting team members to efficiently administer the needs of the company on behalf of the operations team.

Responsibilities:

• Issue Purchase Orders for signature and follow up until fully executed
• Issue Subcontracts for signature and follow up until fully executed
• Obtain subcontractor insurance certificates and ensure current certificates are on hand during the course of work
• Track and ensure receipt of conditional and unconditional lien releases for vendor payments as required
• Enter invoices into Accounts Receivable (AR) system and reconcile payments upon receipt
• Assist with accounts payable notification of vendor payment releases upon receipt of AR payments
• Assist with the identification of projects for invoice approval and payment
• Assist with and or administer operations reporting such as DBE participation, prompt pay, and certified payroll as required for contract compliance
• Assist with the solicitation of vendors for submittals and file them in the project folder upon receipt as required
• Prepare job information sheet/tax exempt forms and assist with distribution to specific project vendors as well as common company vendors
• Assist with owner specific submittals and reporting such as LCP tracker (TxDOT) and Disadvantaged Business Reporting as required
• Assist with project closeout documentation as needed including Consent of Surety documents and final acceptance checklists
• Assist with planning and coordinating special events such as board meetings, quarterly BBQs and Holiday celebrations

Qualifications:

• a Bachelor's degree in Business Administration, or equivalent business experience
• 5+ years of progressively responsible experience
• A willingness to actively engage in all day-to-day operations functions to ensure success
• Experience with Viewpoint/Trimble accounting software is a plus