Office Manager - Construction

American Fence Company•Aldine, TX

2d•$28 - $36•Onsite

About The Position

American Fence Company is hiring a Construction Office Administrator. The successful candidate will be very well organized, have excellent communication skills, and be computer literate. Must have prior experience in the construction industry and contract administration. American Fence Company, founded in 1948, is one of the largest installers of rental and permanent fence, focused on future growth. We provide high-quality fencing solutions by valuing our employees, which has resulted in an average tenure of 9 years of employment.

Requirements

High School Graduate or General Education Degree (GED)
Prior experience in construction industry
Prior experience in contract administration
2 plus years of experience in Accounts Receivable
Type and 10-key by touch.
Proficient in Excel, Word and Outlook.
Currently hold or have the ability to obtain state notary public commission required.

Nice To Haves

Associate's Degree (two year college or technical school)
Field of Study: Business
Experience in Construction Contract Administration helpful
Experience in JD Edwards software preferred.
General knowledge of accounting software.

Responsibilities

Accounts receivable and billing processing including entering invoices into the current system and AIA/Customers Pay Application.
Conducts cash reconciliation including verifying check information, running checks through the Certegy system for checks that come in the mail, collecting all C.O.D. monies, preparing and depositing checks/cash, running credit cards, retrieving credit card batch settlement, posting payments (cash/check/credit card batches) in the current system, creating deposit summaries, and preparing and distributing daily cash balancing packets.
Conduct collection activities including running aging reports, making collection calls, discussing with Branch Manager and Sales Personnel, and following company collection procedures.
Enter all notes for any collection activity in the current system.
Maintain job and contract files with all pertinent paperwork, i.e., contract, credit approval, contract/P.O. approval, change orders, R.O. quote sheets, materials issuing, sub addendum, preliminary notices, billing, and recap sheets. Prepares preliminary notices per company policy and files them in the job file.
Maintain and reconcile petty cash drawer and input into the current system.
Obtain approval from the branch manager and forwards invoices received at the branch to the corporate office.
Approve and assign Report of Order (R.O.) number to new jobs and to existing jobs by obtaining manager approval/customer signatures and approval from the Corporate Credit Manager and Contract Administrator if applicable, verifying all paperwork is submitted. May need to collect down payment money for C.O.D. jobs prior to assigning R.O. If a new customer, create customer numbers in the current system. Enter information into the R.O. log and into the current system.
Keys monthly inventory into the current system. May assist with counting or daily inventory recording as needed.
May assist subcontractors with submitting pay applications and completing sub addendums.
Prepare lien release forms for manager's signature.
Collect time cards from the manager, ensuring proper approval, and submit them to payroll.
Prepares certified payroll checklist and forwards it to payroll for all certified payroll jobs.
Coordinates new hire process, safety training, and on-boarding for new hires in conjunction with Human Resources and Branch Manager.
Provides on-site HR support for employment, benefits, and personnel records management.
Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Ensure all paperwork required by Corporate is sent within designated time frames.
Open and distribute incoming mail.
Order and dispense office supplies.
May be backup for counter sales position.
Other general office duties as assigned.