McNelly Services, Inc Hiring for Construction Administrative Assistant Job at Lake Zurich, IL Full Time

Sign On Bonus & Immediate Holiday Pay!

Responsibilities and Duties:

• Provide administrative and office support to division head and operations
• Provide general administrative support relating to answering incoming calls, filing, ordering office supplies, scheduling meetings, etc.
• Attend weekly team meetings
• Complete divisional projects as requested in a timely manner
• Updates various documents using Excel, Word, Adobe and Dropbox
• Provide administrative and office support to Field Technicians
• Communicate with clients, vendors and co-workers, responding to voicemails and emails within 24 hours
• Act as a resource for general administrative inquiries and information
• Remain flexible with daily tasks
• Receive timesheet submissions from field staff weekly and verify for accuracy
• Communicate with field staff as needed to ensure all processes are followed
• Process accounts payable
• Create Purchase Orders for Field Technicians to ensure proper job costing
• Responsible for receiving and processing vendor and supplier invoices
• Match vendor invoices to appropriate purchase order and/or packing slip
• Review all invoices for appropriate documentation and approval prior to payment
• Prepare invoices for payment including verification for correctness of quantity received and price
• Ensure accounts payable information is properly inputted in associated work order
• Input transactions and reconcile corporate credit cards
• Verify vendor accounts by reconciling monthly statements and related transactions
• Verify correct account distribution, handle discrepancies and adjustments
• Process accounts receivable within one week of operations approval
• Review work orders completed by field staff for accuracy
• Verify all necessary information is inputted in work order prior to invoicing client
• Create invoices, attach appropriate back up and gain management approval prior to client submission
• Learn and properly utilize all client portals and system for submitting invoices in a timely manner
• Assist in monthly financial closings
• Maintain office and warehouse supply inventory
• Other duties assigned by an immediate supervisor in addition to base requirements

Qualifications and Skills:

• 2 years’ experience of office and/or administration required
• 2 years’ experience of accounting or related field required
• 2 years’ experience within construction industry required
• Comprehend accounting concepts
• Proficient with the Microsoft Office suite, QuickBooks and Dropbox
• Superior client service communications, follow-up and relationship management
• Strong attention to detail
• Excellent proofreading and editing skills
• High level of professionalism
• Ability to manage a variety of different projects and tasks
• Someone who is creative, solutions driven and can “think out of the box”
• Must be able to work in a fast-paced environment

Benefits:

• Uniform Apparel
• Incentives and Performance Bonuses
• Immediate Holiday Pay

**Full Time Employee Benefits After 90 days of employment

• Employer administered and partially funded, including dependents, Health Insurance
• Employer administered Dental
• Employer administered Vision
• Employer paid Life Insurance
• Employer paid Long Term disability
• PTO
• Employer matched 401K
• Potential Profit-Sharing opportunities

Job Type: Full-time

Pay: $45,000.00 – $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Lake Zurich, IL 60047: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 2 years (Preferred)
• Construction: 1 year (Preferred)
• QuickBooks: 1 year (Preferred)
• Microsoft Office: 2 years (Preferred)

Work Location: One location