ProspectBlue seeks a construction administrative assistant for a client in Richmond, VA!

KEY JOB RESPONSIBILITIES

● Performing all job specific accounting functions to include Billing and preparation of financial statements.
● Administrative Pre Job duties and Job Set-ups
● Perform daily administrative tasks such as time sheet entry/tracking, receipts and purchases within the past 24 hours
● Promoting customer satisfaction by ensuring that all leads, customer inquiries and problems that are called in to the office are handled in a timely and satisfactory manner.
● Assist estimating departments by accurate record keeping and job progress reporting
● Manage and submit ALL General Contracting billing obligations and change orders
● Perform administrative tasks per direction of owner
● Continuously look for better ways to perform your job

ESSENTIAL DUTIES AND RESPONSIBILITIES
Accounting:
● Safeguard assets and assure accurate and timely recording of all transactions by implementing disciplines of internal audits.
● Manage the accuracy and productivity of day-to-day activities of accounts payable, cash disbursements, invoicing/billing (to be invoiced need to be in by 2pm on Wednesday. The goal is to have them out by Friday if all time and materials are in), customer credits and collections, payroll, fixed asset records, general & entity accounting, cost accounting, Human Resources, and Operations etc.
● Ensure P & L and Balance Sheet are up to date weekly as well as monthly financial records.
● Assure financial plans are consistent with organizational goals.
● Provide financial analysis tools to evaluate company job costing.
● Manage commercial banking accounts and ensure the checkbook is up to date Tuesday and Friday by 2pm. Ensure all loans are up to date and interest and principal are input accurately. Reconcile credit card accounts weekly (Tuesday) – find and allocate any missing receipts accurately.
● Interface with outside audit firms(s), banks and lessors, casualty/liability insurance agent(s), credit card companies, and collection agencies as needed.

Human Resources:

● Enter timesheets on a daily basis and process payroll on a bi-weekly basis.
● Track OT, Holiday, and PTO time per job
● Report to the Owner weekly and discuss goals and projects.
o Interviewing, hiring, planning, assigning, directing work, rewarding, disciplining employees, performance reviews, and addressing complaints and resolving problems.
● OSHA Recordkeeping
● Other duties as necessary

Administrative:
● Assist estimating departments by accurate record keeping & job progress reporting
o Ensure change orders are signed and submitted
o Job costing of residential and commercial projects.

Success Measures:
● Accurate data entry- time to job AND receipt to job data entry accuracy
o Record of each customer contacted for the evaluation
o Each employee’s folder is accurate and when info is needed it is readily available
o Information provided to estimating departments accurate and provided in a timely manner
o Client feedback on your interaction is positive