Job Title: Administrative Assistant to Project Managers

Position Reports to: Office Manager

Summary

We are seeking an Administrative Assistant to join our team! You will perform clerical and administrative functions to drive company success. You will represent the company and be the first impression to our clients. Must enjoy working in a fast-paced environment and be open to being involved in all aspects of business.

 Principal Duties and Responsibilities

 Process and read all documents pertaining to the jobs awarded and ensure they are uploaded into ShareFile.

 Set up jobs on ComputerEase & ShareFile.

 Negotiate pricing, order & maintain rental equipment.

 Set up housing for project managers & subcontractors.

 Apply for building permit when required.

 Answer phones & issue purchase order numbers.

 Approve, deny, or revise vendors’ invoices and track products.

 Approve, deny or revise subcontractors’ invoices and track work completed.

 After deliberating with project manager, bill the customer for work we have completed per the manner the customer has requested in the contract.

 With the first invoice for the job, contact the customer to ensure the billing is complete, correct and meets their approval.

 Monitor every invoice to ensure it is paid according to the terms of the contract.

 If an invoice becomes past due, reach out to the customer to ensure the invoice is being processed. If not, contact the project manager immediately.

 QUALIFICTIONS

 Previous experience in office administration or other related fields

Ability to prioritize and multitask

Excellent written and verbal communication skills

Strong attention to detail

Strong organizational skills

Proficient in Microsoft Word and Excel

Experience in LIHTC, DCA, and HUD work is a plus