Work with subcontractors to ensure paperwork is in order including contracts, CCB status checks, insurance certificates, and lien releases.
Track and process invoices for subcontractors and material providers; review invoices and change order requests against contract documents; code invoices to expense categories.
Maintain draw spreadsheets; prepare monthly draws to the construction lender.
Create and maintain a log to track homebuyer material selections (ie. flooring, countertop material…), upgrades, and change orders.
Enter expense data into QuickBooks and compare actual vs. budgeted project costs – Set up new employees; collect and summarize timesheets; coordinate with a payroll company.
File monthly reports with SAIF; handle the paperwork for SAIF or other insurance claims; prepare for year-end audits.
Organize and track warranty and product information for future buyers.
Assist with selection, research, bidding, and ordering of construction materials.
Assist with the preparation of bid packages, sending out RFP’s, and evaluating subcontractor bids and handle compliance as required.
Run new sub orientation sessions as necessary (paperwork, billing procedure, job site rules, recycling protocol…).
Prepare and update a phone/contact list for subcontractors and material suppliers.
Answer phones; copy, scan, fax and file documents; greet and direct visitors; maintain professional appearance and cleanliness of the construction office trailer.
Keep office stocked with office supplies (ie. paper, toner, furniture…); post required items at the job site (ie. minimum wage flyer, CCB #, first aid kit, fire extinguisher…); run occasional errands for office supplies, material pick-up.
Must have a high school diploma or a Bachelor’s degree in business, administration, or a related field.
Must have at least two years of office administration experience.
Must be proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access).
Must be comfortable handling confidential information.
Must have good Multi-tasking and time-management skills, with the ability to prioritize tasks.