Administrative Assistant

Job Description

Hours of 8am-5pm Monday-Friday

Seeking an enthusiastic and dedicated full-time Administrative Assistant to assist in accounting responsibilities, answer incoming phone calls, and other daily office operations. One must be able to work well with others, have strong communication skills, and be adaptable and flexible in the work environment. This individual should be organized and detail-oriented, motivated, and highly driven to achieve deadlines and accomplish their tasks.

Responsibilities Include:

~Accurately process transactions within the Accounts Payable system:

-vendor transactions (invoices)

-credit card transactions

~Vendor Statements

~Vendor set-up into AP system

~Contract data entry in Excel spreadsheets

~Cutting checks (as needed on daily basis)

~Answering, screening, and transferring incoming phone calls

~Organization of hard copy filing systems

~Scanning, faxing, mailing, and other administrative tasks

~Responsible for “supporting” the organization’s overall financial policies as directly by the CFO.

~Responsible for managing and overseeing the accounts receivable invoicing and collection process.

~Responsible for processing lien waivers, pre-liens, ensure the proper paperwork (PO’s, lien waivers, contract copies, etc.) are forwarded with invoices.

~Responsible for preparation of collection letters.

~Responsible for improving the collection process as needed.

~Type and design general correspondences, memos, charts, tables, graphs, etc.

~Process outgoing payments in compliance with financial policies and procedures

~Perform day to day financial transactions, including verifying, classifying, and recording accounts payable data.

~Reconcile the accounts payable ledger to ensure that all bills and payments are accounted for and properly posted.

~Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly vendor statements.

~Facilitate payment of invoices due by sending bill reminders and contacting clients

~Generate reports detailing accounts payables status

~Understand expense accounts and cost centers

~Understands compliance issues around accounts payable processes (W-9, sales tax, etc.)

~Be a representative for the Executives at meetings and events that they are unable to attend and report back information.

~Arranges detailed travel plans and itineraries, compiles documents for travel-related meetings.

~Maintain confidentiality of all corporate, personnel and research matters.

~Performing other related duties as assigned or requested

Experience:

Candidate should have at least one year of previous work experience in a professional work environment. Requires at least 5 years of accounting experience in the construction industry. Experience of at least a minimum of 2 years construction administrative role is preferable but not required. Sage accounting experience, preferred. Procore and Supply Pro system, preferred. Proven working experience as Accounts Payable Clerk. Solid understanding of basic bookkeeping and accounting payable principles. Proven ability to calculate, post and manage accounting figures and financial records. Data entry skills along with a knack for numbers. Hands-on experience with spreadsheets and proprietary software. Experience working with Homebuilders and General Contractors. Proficient in Microsoft Office: specifically, Excel, Outlook, and Word. The ideal candidate will be a highly motivated and responsible individual with a strong capacity to work independently. This person should also be able to handle a fast-paced work environment with poise and maturity. Ideally, this candidate will also be interested in growing with the company.

Company Description

Creative Environments Pool, Spa, and Landscape Design, since 1950, offers all of Arizona the exterior services you expect. Creative Environments is an industry leader in the design-build process of pool/spa and landscaping in the southwest. We design, construct, and maintain award winning projects in both commercial and residential applications throughout Arizona (Greater Phoenix area, Tucson, Sedona, Northern AZ). Our work has also extended into the East Bay of California (San Francisco/Oakland/Orinda), Southern California (Encinitas/Del Mar/Malibu), Hawaii (Kauai), Costa Rica, Cabo San Lucas, and elsewhere! Our environment is fast-paced, challenging, exciting, and full of learning opportunities as every project we touch is unique. From residential pool/spa landscape, to multi-million dollar custom landscapes, to resorts (The Phoenician, Ritz-Carlton, Four Seasons, Fairmont Princess) to commercial projects (The Biltmore Commerce Center), to community development, we work on everything outdoors: pool/spa, water feature, decking, masonry, utilities, shade structures, casitas/shade structures, custom metal and wood work, lighting, and landscape/irrigation.