Office administrator

This position is responsible for making sure that a small field office is running smoothly. The Field Office Admin supports the local General Manager, is part of the team working with local operations and field staff, and works closely with various Home Office Departments to ensure company policies and administrative policies are followed.

Field Office Administrators make sure that the office runs smoothly, which includes keeping supplies in stock, working with vendors, planning events, making sure the facilities are clean, orderly, and safe, and in coordination with the Home Office Accounting Department, manages the accounting functions as they relate to entering payables, recording receivables.

Field Office Administrators are responsible for onboarding new hires, auditing and submitting payroll reports, supporting the GM and Estimators with month end functions, managing job files and communicating effectively with clients and employees.

Job Duties

Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence;

designing filing systems; Works in a supportive admin function for the operations and field staff.

• Manage online and paper filing systems
• Assist with recruitment of staff, including onboarding and induction to BELFOR to ensure BELFOR processes and standard are consistently met
• Assists GM in maintaining office efficiency by helping in planning and implementing office systems, layouts, and equipment procurement.
• Assists GM in designing and implementing office policies.
• Covering the front desk functions as they relate to phone calls, visitors and mail distribution
• Accounts Payable : Onboarding new vendors, maintaining vendor compliance, entering purchase orders, recording vendor invoices, running check runs and reconciling vendor accounts.

Maintaining a local checking accounts and submitting all appropriate back up to Home Office Accounting.

• Customer Billing and Accounts Receivable : May enter rate and material transactions to create a customer bill, Recording Customer Invoices and sending out the Invoices to the appropriate Customer Billing Contact, Maintains a collections diary, receiving payments from customers and depositing funds to appropriate account(s), reconciles customers' accounts.
• Assists GM and Estimators in ensuring all job costs are captured and posted timely and to the correct jobs.
• Assist with Month End by running timely and accurate management reports and entering requested adjustments to job files.
• Comprehensive understanding of customer service, principles and practices
• Work under time constraints to meet specific timelines
• Attention to detail and keen sense of safeguarding other people's property and information

Responsibilities

• Communicate effectively and timely with employees and clients on needs and updates
• Assist GM in applying as necessary and ensuring compliance with Federal and State DOL, EEOC, OSHA, Davis Bacon regulations.
• Timely creation of new jobs in JD Edwards as required
• Organizing and maintaining an up to date job file for Estimator / General Manager Review
• Participate in Bill Review process to ensure Client Job results are appropriate
• Improve employee and client retention rates through active communication and problem solving efforts
• Ensure compliance with vendor requirements
• Monthly Reconciliation of AP and AR statements
• Customer file maintenance; digital database and physical file system
• Ensuring accurate and timely payroll submissions.
• Ensuring new hires are on boarded timely and efficiently.
• Attend BELFOR sponsored operations and safety training courses as required

Last updated : 2024-09-25