Administrative Assistant

Tampa, FL 33619

Posted: 06/28/2019 Industry: Admin - Clerical Job Number: 7321

StaffEx is looking for a Division Management Assistant in Tampa, Fl. The position is full time M-F and the annual salary is $40k-$45k depending on experience. This individual will provide personal administrative support and assistance to staff. Perform regular audits of the accuracy. Ensure that the team is providing the highest-level support for the field teams and Project Managers. Utilizing a broad range of skills, this position will coordinate all the administrative aspects of commercial construction projects from inception through completion. Responsible for providing support to all project managers, accounting, and field operations. Duties to include but not limited to:
  • Customer payment applications and invoicing
  • Contract administration i.E.: submittals, RFC, change orders
  • Contract coordination
  • Lower-tier payment application
  • Customer specific systems
  • Project management support i.E.: plan uploads, field communication, contract folders
  • Accounting system: Create/edit jobs, budgets, contracts, lower-tier contracts
  • Manage purchase order system for job cost
  • Job cost auditing
  • Prepare and edit correspondence, communications, presentations and other documents
  • Design and maintain databases
  • File and retrieve documents and reference materials
  • Conduct research, collect and analyze data to prepare reports and documents
  • Manage and maintain division manager schedules, appointments and travel arrangements
  • Arrange and co-ordinate meetings and events
  • Answer and manage incoming calls
  • Receive and interact with incoming visitors
  • Liaise with internal staff at all levels
  • Interact with external clients
  • Co-ordinate project-based work
  • Review operating practices and implement improvements where necessary
  • Manage Subcontractor compliance and maintain records accordingly.
  • Communicate directly with subcontract personnel to ensure all compliance, contract and payment processes are clearly defined.
  • Enter Subcontractor invoicing for division; ensure Subcontractor Certification is obtained, SOV is enumerated where applicable, subcontract in system is accurate and updated, verify job cost and payable/retainage data, and posting to terms. Process Subcontractor payment schedule for executive approval

Requirements
  • Pass Drug Test
  • No criminal history within last 7 years
  • Construction experience is a plus
  • Must know Microsoft Office
  • Understanding of payment application and invoicing
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