The qualified candidate will be responsible for the following:

Vendor Management and Project Administration

• Setup company subcontractors and suppliers in ComputerEase, JBJ’s construction accounting software
• Setup new projects with job number and enter into ComputerEase
• Collect and maintain onsite paperwork including COI’s, Bonds, Safety Manuals and other required documents as assigned
• Issue Subcontracts, POs and Task Orders and track for execution
• Maintain and manage DocuSign platform and its contents; ensure all relevant documents are executed and follow-up as needed
• Set-up new projects in PlanGrid, JBJ’s app-based document control software
• Set-up and maintain Project Management (PM) Workbook
• Set-up and assemble Closeout Manual
• Make travel arrangements for field employees
• Make lodging arrangements for field employees

Licensing and Registration Management

• Manage General Contractor licensing and renewals – state and local
• Manage Company Municipal licensing and renewals
• Manage Company State registration and renewals; research specific requirements for each license and communicate needs to Owners and Controller
• Manage against expiration dates and lead the renewal process
• Lead a monthly licensing meeting to review upcoming renewals and new licenses JBJ Construction is pursuing

Inventory

• Develop a current tool inventory for each Superintendent/Truck
• Develop a required tool inventory for each trailer
• Develop and update a Temporary Food Service Equipment inventory; track maintenance for each piece of equipment

Fleet Management

• Manage DOT compliance
• Manage car and truck tag renewals in a timely manner
• Manage ongoing service maintenance for trucks and trailers

Accounting

• Assist Controller with the salary and hourly employee paperwork including all State and Federal forms, I-9, change of status forms, salary adjustments, etc.
• Assist with collecting and reviewing payroll hours for approval
• Assist with processing invoices and owner billings
• Support Controller with data entry

General Office

• Meet and greet visitors and staff in a courteous, professional business-like manner
• Manage employee professional training and continuing education
• Ensure filing systems are maintained and current
• Perform general office duties such as making copies, filing documents, processing mail, receiving incoming packages, answering phones and running errands
• Prepare outgoing packages as needed including inter-office mail
• Purchase office supplies, postage and groceries; monitor and maintain inventory
• Supervise the maintenance of office areas and equipment; and housekeeping of office facilities

Requirements and Skills:

• Construction experience required
• A high school degree is required; college degree is a plus
• Minimum five (5) years of experience in an administrative, accounts payable/receivable role; in a construction environment
• Payroll system/data entry knowledge
• Knowledge of clerical/administrative practices and procedures is required
• Ability to identify and resolve issues
• Ability to handle multiple tasks simultaneously and work in a team environment with cross-departmental collaboration
• Ability to set priorities with strong organizational skills including planning, scheduling and follow-up capabilities; must be highly detail-oriented
• Effective time management skills including punctuality, flexibility and reliability
• Strong composition and grammar skills; ability to compose professional business-related correspondence
• Excellent listening, oral and written communication skills
• Ability to accurately proofread documents
• Proficiency in Microsoft Office Suite program required
• Ability to apply common sense understanding to carry out instructions provided in written, oral or diagram form
• Ability to maintain confidentiality and exercise extreme discretion
• Must present a consistent, positive attitude and pleasant demeanor
• Demonstrate good judgement and professional integrity, conduct all activities in the highest ethical manner
• Strong work ethic and a “can-do” attitude