Job Details

This position requires you to be ready to work at 8 am through 5 pm daily, with lunch taken for one hour usually from noon to 1 but may alternate with Office Manager if needed. Note that this is a salaried position and that you will be required to work past 5:00 pm on several occasions to get proposals or other documents ready and out. Reliability is paramount to this position and confidentiality is extremely critical.

General Duties:

• Answer all incoming calls & distribute or take and distribute messages
• Receive and direct incoming visitors
• Prepare/convert written documents, including proposals, transmittals, invoices, contracts, change orders, AP, and occasional spreadsheets in Excel
• Gather and prepare all information for billings
• Prepare invoices from project managers
• Filing of job files, estimates, prepared invoices, other documents/drawings etc.
• Coordinate, collect, and track company weekly safety meeting attendance
• Open and distribute incoming mail
• Match vendor invoices with delivery tickets and track down if missing, and collect signatures from job foreman
• Code the above invoices per the tickets and distribute them to project managers
• Check the monthly accounts payable statements
• Prepare conference/other areas for meetings including general tidying up and coffee
• Prepare and mail out documents via post office, UPS and FedEx
• Keep inventory and order office supplies
• Verify all copiers have adequate inks/cartridges and paper
• Reconcile company Visa card statement with receipts/tickets
• Keep plants watered
• Prepare forms & misc. documents using typewriter
• Learn payroll and accounts payable to take care of when Office Manager is out on vacation
• Receive and print out incoming documents
• Other general secretarial duties as required by the President
• Maintain electronic job lists, change order list & other misc. documents