Office Assistant

Job Description

Salary: DOE

Office Assistant

Job Overview

Executive Glass Services, Inc. (EGS) is looking for an Office Assistant to join the team. The Office Assistant is responsible for keeping the office supplied and organized and supports the coordination of Account Receivables and Account Payables and Project Teams

Executive Glass Services, Inc. (EGS) is a mid-size commercial construction company in business nearly 20 years with a well-established group of positive, motivated employees who enjoy working together. Employees are encouraged to voice their ideas and collaborate, and management values and rewards quality work. EGS company culture includes occasional lunch events, company outings, and holiday gatherings. The company also has an excellent benefits package for permanent full-time employees, including paid company holidays, paid vacation, 401k with company match, as well as medical and dental.

Position Responsibilities and Duties

Daily

Answer phones, route calls and take messages

Check and distribute mail

Assists with packing slips with invoices and stamps for approval

Enter new jobs and sync in QuickBooks and QuickBooks Time

Assist with matching packing slips with invoices and stamps for approval

Weekly

Enter Account Payable Job-related invoices in QuickBooks

Matches AP Payments with invoices and files

Prepare UPS labels and packaging for job samples and returns for APMs & PMs

Send email receipt of UPS label and sample pictures to APMs for reference

Requests for COIs for new jobs

UPS Reconciliation

Gas Cards Reconciliation

Monthly

Create/revise AR billings (AIA & QuickBooks invoicing)

Submit monthly billings to GCs

30 60 Day Collections

Closes jobs in QuickBooks and QuickBooks time and files closed physical job folders

Submit meter readings for copiers/fax machines

Other filing projects as assigned

As Needed

Call or email Facilities Manager for building issues

Call for services and toner replacements for printers

Maintain and order office/ kitchen supplies and unpack shipments

Help with EGS event planning and stage in

Other assigned administrative duties

Position Qualifications

Preferably Construction / Accounting Background

Strong time management and organizational skills

Excellent written and verbal communication skills

Construction and/or project management professional experience

Understanding of billing needs, such as AIAs, change orders, POs, etc.

Administrative experience, such as document filing, answering phone calls, etc.

Comfortable communicating with external general contractors, project managers, estimators and superintendent

Experience with QuickBooks

Experience with Smartsheets preferred

Working Hours & Location

Monday-Friday (8:00am-4:30pm)

Full time position

Sterling, VA (EGS Office)

Full-time