Operations Administrative Assistant

The Operations Administrative Assistant position is responsible for partnering with the operations, estimating, and accounting team members to efficiently administer the needs of the company on behalf of the operations team.

Responsibilities:

Issue Purchase Orders for signature and follow up until fully executed

Issue Subcontracts for signature and follow up until fully executed

Obtain subcontractor insurance certificates and ensure current certificates are on hand during the course of work

Track and ensure receipt of conditional and unconditional lien releases for vendor payments as required

Enter invoices into Accounts Receivable (AR) system and reconcile payments upon receipt

Assist with accounts payable notification of vendor payment releases upon receipt of AR payments

Assist with the identification of projects for invoice approval and payment

Assist with and or administer operations reporting such as DBE participation, prompt pay, and certified payroll as required for contract compliance

Assist with the solicitation of vendors for submittals and file them in the project folder upon receipt as required

Prepare job information sheet/tax exempt forms and assist with distribution to specific project vendors as well as common company vendors

Assist with owner specific submittals and reporting such as LCP tracker (TxDOT) and Disadvantaged Business Reporting as required

Assist with project closeout documentation as needed including Consent of Surety documents and final acceptance checklists

Assist with planning and coordinating special events such as board meetings, quarterly BBQs and Holiday celebrations

Qualifications:

a Bachelor's degree in Business Administration, or equivalent business experience

5+ years of progressively responsible experience

A willingness to actively engage in all day-to-day operations functions to ensure success

Experience with Viewpoint/Trimble accounting software is a plus