Bookkeeper Admin Assistant

BOOKEEPER/ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

SUMMARY: This role performs clerical and accounting tasks. They may handle data entry, track finances, and prepare reports.

RESPONSIBILITIES: PROVIDE OFFICE SUPPORT

During Office hours including Answering Phones and Acting as

PAY APPLICATIONS/DRAW REQUESTS:

• Review Construction Invoices for sales tax & billing within subcontract.
• Print and/or Code Construction invoices for Project Mngt Review.
• Enter Job-Related Invoices into Sage.
• Build Electronic Draw Files & Complete Excel Reconciliations.
• Assist w/Processing Pay Applications(Draws) & Monthly Equipment Billings.
• Reconcile & Finalize Each Pay Application File (Batching).

GENERAL ACCOUNTS PAYABLE:

• Code & Enter Overhead Invoices into Sage.
• Review & Reconcile AP & Credit Card Statements.
• Process Payments/Checks – Project Checks, Friday Check Runs, 10th of Month Checks.
• Maintain Vendor/Subcontractor Records & E-mail New Vendor Packets to Potential Subs.

MAINTAIN COMPLIANCE FOR SUBCONTRACTORS/VENDORS INSURANCE CERTIFICATES:

• Review & Monitor Compliance for limits, coverages & endorsement requirements.
• File on Sever, Enter & Link in Sage.
• E-mail subcontractor/vendors when updates or changes are required.

CONSTRUCTION PROJECT SUPPORT:

• Maintain Subcontract Administration Process.
• Assist with Publication of 3 Week Schedules & Sub Contact Lists.
• Scan & Print Plans, as necessary.
• Replenish Field Forms, as necessary
• Download Pictures from Company Cam & Time-Lapse Cameras to Server.

ASSIST WITH PROJECT CLOSEOUT INCLUDING OWNERS MANUALS:

• Compile & Organize Info, paper & electronic, for Owners’ Manuals.
• Reconcile & Verify Closeout Documentation is Complete for Each Subcontractor/Vendor
• Archive project info including scanning documents.

GENERAL OFFICE:

• Misc Filing & Scanning.
• Assist with special projects as assigned.
• Other duties as assigned.

POSITION TYPE: Full-Time during business hours as defined by Fox Construction.

QUALIFICATIONS

• Education – A degree is not required for this position however is preferred.
• Basic knowledge of bookkeeping or accounting is preferred.
• Physical requirements include standing, sitting, walking, lifting, and carrying up to 25 pounds.
• At least 3-5 years of relevant bookkeeping experience or a combination of education and

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