Commercial Project Administrative Assistant

Job Description

Job Description

Job Summary

This is a high functioning job that requires critical thinking, accuracy and accountability to manage day to day activities which include accounts receivable, purchasing, waivers and billing. These activities provide support to the contract division team thereby ensuring operational success at Carlson’s Floors.

List of Essential Job Functions

• Provides excellent customer service in both written and verbal/phone communications
• Daily receipts and deposits.
• Works with vendors and suppliers to purchase and ensure timely arrival of materials
• needed (just in time).
• Works closely with Contract division team to prioritize projects, purchasing, and payments/billing status.
• Requesting certificates of insurance.
• Job costing
• Prepare, record, and send waivers, change orders, receipts and invoices.
• Prepare files and written documentation for new contracts and monthly AIA billing.
• Create, organize, and maintain paper and electronic filing systems.
• Timely communications with warehouse regarding claims and returns
• Returns, claims and accounting in RFMS daily to ensure information is accurate and up to date.
• Other tasks as assigned.

Qualifications

• Experience in AP/AR, waivers, AIA billing and/or purchasing preferred.
• Proficient in the use of MS 365 including Word, Excel, Teams, and One Drive.
• Proficient in or willing to learn software or apps such as RFMS, Adobe Pro, and Slack
• Desire and ability to spend most of the time in a “behind-the-scenes”
• administrative role.
• Desire to work with a team, excellent communication skills both verbal and written.
• Self-motivated and detail-oriented with excellent time management and follow-through.

Family owned and operated, Carlson’s Flooring began in 1967 by inviting people into our home to make their selections of carpet, tile, and rugs. Personal connection continues to be the major ingredient of the Carlson’s Flooring experience. For over 50 years, we have served our customers as we would family whether it was to enhance their home, business, or holiday retreat.