Construction Operations Assistant (Office Administration)
About The Position
The team of Operations Assistants provides critical support to the entire department, all the way up to the Director. They also assist Construction Project Managers from other departments, performing a wide variety of tasks. This role offers a good deal of flexibility and room for growth. We are dedicated to finding someone who fits the culture of our team, and understand that the right candidate may require training. We encourage you to apply if you are excited and intrigued by this job description, especially if you are someone who: Takes initiative and doesn't just wait for direction when they see an issue Understands how to prioritize time-sensitive tasks Has an analytical mind and enjoys working with numbers Is willing to "raise their hand" to: provide ideas, ask for help, or offer their assistance to teammates Can be flexible and pivot to a new task as needs change Is looking for more than just a "job" and wants a stable, long-term career with a company they can grow alongside If this sounds like you, please read on!
Requirements
- 3-5 years of professional administrative or construction industry experience
- 2-3 years payroll, A/R, A/P, or accounting experience
- Proficiency with MS Excel, Word, and Outlook
- Ability to pass a drug test and passing or providing proof of the minimum State of Florida background verification clearance
- Is able to work during the core hours of 8:00am - 5:00pm at our Tallahassee office
Nice To Haves
- Familiarity with a PM database system such as Procore or MS Access (preferred)
- Will be excited to learn industry-specific software and build on their basic accounting knowledge
- Can occasionally work overtime as needed to finish months' end accounting tasks
Responsibilities
- Contract Management
- Project buyout. Drafting and issuing trade contracts.
- Tracking execution of contracts.
- Collecting, logging, and monitoring trade contractors’ insurance coverages.
- Change Management
- Drafting, routing, and tracking of Owner change orders.
- Drafting, routing, and tracking of Trade Contractor change orders.
- Financial Management
- Establishment and updating of the project budgets.
- Coordination and execution of billings / pay applications with project Owner and Architect representatives.
- Coordination of Trade Contractor and Owner billings with ACI accounting personnel.
- Establishment and updating of the project schedule of values (SOVs).
- Collecting and processing Trade Contractor’s monthly payment applications.
- Drafting and finalizing the Owner payment monthly applications.
- Collection and verification of Owner payment application back-up documentation.
- Monthly processing and distribution of Trade Contractor payments.
- Collection and verification of lien releases.
- FL Mech’s Lien Laws.
- Notices of Non-Payment responses.
- Initiating, coordination and tracking of Owner direct purchasing. See ACI established ODP procedures.
- Request for PO’s.
- Change Management.
- Drafting, routing, and tracking of associated Owner deductive change orders.
- Documenting material deliveries.
- Verification and processing of associated invoices; monthly vouchers with declining balances.
- Monthly reconciliation of PO balances.
- Administration
- Securing and tracking execution of ACI Bonds & Insurances.
- Misc. filing / document management.
- Project Closeout.
- Collecting, assembling, routing, and transmittal of project specific closeout documentation. PM is responsible to review and approve final closeout:
- Warranties
- As-Builts
- Final lien releases
- Accounting/Human Resources
- Processing payroll timesheets; Data entry.
- Processing of invoices.
- Processing payments.
Benefits
- Full-Time compensation at $65k - $70k annual salary dependent upon your experience level
- Competitive leave policy including paid holidays
- Health insurance through Capital Health Plan (90% of individual plan cost paid by employer)
- Disability insurance
- Retirement benefits through a 401k
- Option to purchase supplemental coverage through Aflac
- A tight team environment where you get to know your colleagues (i.e. you're more than just a number to us!)
- A workplace culture that supports collaboration, teamwork, and professional growth
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
