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 executedIssue Subcontracts for signature and follow up until fully executedObtain subcontractor insurance certificates and ensure current certificates are on hand during the course of workTrack and ensure receipt of conditional and unconditional lien releases for vendor payments as requiredEnter invoices into Accounts Receivable (AR) system and reconcile payments upon receiptAssist with accounts payable notification of vendor payment releases upon receipt of AR paymentsAssist with the identification of projects for invoice approval and paymentAssist with and or administer operations reporting such as DBE participation, prompt pay, and certified payroll as required for contract complianceAssist with the solicitation of vendors for submittals and file them in the project folder upon receipt as requiredPrepare job information sheet/tax exempt forms and assist with distribution to specific project vendors as well as common company vendorsAssist with owner specific submittals and reporting such as LCP tracker (TxDOT) and Disadvantaged Business Reporting as requiredAssist with project closeout documentation as needed including Consent of Surety documents and final acceptance checklistsAssist 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 experience5+ years of progressively responsible experienceA willingness to actively engage in all day-to-day operations functions to ensure successExperience with Viewpoint/Trimble accounting software is a plus