Responsibilities

• Overall manage day-to-day office operations and provide administrative support to the field/office staff


• Using Deltek’s Vantagepoint software, complete client billing and invoice processing, including project set ups and submitting to client portals.


• Timely entry of timesheets, corporate credit card reports, expense reports, Accounts Receivable, and Accounts Payable invoices


• Build relationships and communicate promptly with vendors on missing invoices, statements, payments, or other financial needs


• Understand and maintain Subcontracts and Certificates of Insurance


• License plate expirations and renewals, purchases, sales, renewals and retrieving titles from other states, etc.


• Onboarding a very high volume of new employees.  


• Book travel and coordinate communication for field employees


• Keep stock and order PPE/other safety gear for the field employees


• Use spreadsheets to organize employee information

• Receive incoming mail, notify departments as necessary, and process in a timely manner


• Gather documents and assist team members with general contracting/business licenses in several states


• Manage and track outgoing packages


• High-quality conduct to anything client-facing (billing submittals, email, etc)


• Keep open communication with other Landmarc OA’s


• Assist other company offices and departments for yearly safety training (hotels, transportation, supplies, be available for needs at training)


• Work as a team member and contribute as an individual in all tasks assigned


• Other projects, as assigned by principals, project managers, accounting supervisors, and HR supervisors

Qualifications

• Minimum 3-5 yrs. professional experience of an administrative/financial support role with a professional construction services firm strongly preferred


• Associate’s or Bachelor’s Degree in Business or related field preferred


• Exceptional organizational and critical thinking skills


• The ability to multitask effectively and change course quickly based on priority of the task is essential.


• Extremely detail oriented and proficient in communications and financial matters


• Ability to see and meet a need before it arises


• Proficiency in Adobe and Microsoft Office Suite, specifically Word, Outlook, and Excel required


• Availability to work after hours as required