Construction Office Administrator-Remote

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Job Description

Job Description

We are seeking a Construction Office Administrator in a remote position to join our team! You will perform clerical and administrative functions in order to drive company success for multiple divisions of commercial and government construction. 

Responsibilities:

  • Be available by phone each day at 7:30am. Communicate throughout the day with the Operations Manager, Project Managers and the Company President to ensure the company is running smoothly from an administrative standpoint.
  • Ensure accounting functions are completed efficiently and effectively daily
  • Ensure all vendor invoices are entered into accounting/construction management platform within 24 hours of receipt. File invoices/receipts in Dropbox and delete from accounting inbox
  • Ensure accounting team has previous month P&L, balance sheet and AR/AP report for CFO/CEO review by 8th of following month for previous month
  • Ensure payroll is entered accurately with hours properly allocated by Wednesday at 11am in Gusto. Provide payroll journal and report to CFO by 1pm Wednesday.
  • Ensure certified payroll is completed by Thursday 10am for all jobs
  • Create workers compensation weekly log by Thursday 10am
  • Oversee all filing are done correctly and accurately within 48 hours of receipt of all
  • paperwork
  • Maintain good relationships with vendors. Respond to all correspondence with vendors within 24 hours of receipt. If payment is not able to be made, communicate regardless. Do not wait for vendor to contact company if payments are late. Be proactive.
  • Bring to the attention of the CFO/President any issues with vendors. Ensure issues are corrected
  • Ensure payables are paid in a timely fashion. Immediately notify the CFO/President of any
  • past due accounts. Continue follow up with the CFO/President until issue is corrected.
  • Handle all HR issues with HR consultant within 12 hours of notification
  • Prepare weekly list of all bills to be paid on Wednesday. Prepare A/P checks and payroll checks once a week only at the same time, upon approval by CFO/President. Send to Office for printing and distribution.
  • Review disciplinary action items provided by Construction Supervisor. Enter write up in Gusto HR platform. Prepare monthly employee report card with Construction Supervisor by 5th of each month for previous month
  • Onboard new hires through online onboarding platform
  • Ensure all quarterly filings are completed on time(tax, sales tax, payroll, 401K, HUT)
  • Submit resumes for new candidates Operations Manager for review
  • Ensure all projects are in construction management software with employee time and costs being properly allocated daily
  • Oversee and ensure safety and site safety plans, tool box talks and job related safety items are completed in construction management platform. Send all reports weekly to file in binders in office for on site audit.
  • Ensure with fleet manager all vehicles have up to date inspection, registration, insurance and pre-check inspections in vehicle. Maintain digital log.

 

Qualifications:

  • Experience with technology based office management
  • Experience in Microsoft Office 360 and Quickbooks
  • Previous experience in office administration for Construction type companies
  • Ability to prioritize and multitask
  • Excellent written and verbal communication skills
  • Strong attention to detail
  • ​Strong organizational skills
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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

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When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

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Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

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The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

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This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...