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Administrative Assistant
2 weeks ago
**Administrative Assistant**
**JOB SUMMARY**
This position is responsible for providing administrative support across Equipment Management, Accounting, Project Administration and Corporate functions. Areas of exposure and support will be primarily Accounting and Equipment Management. This position will support the Accounting Department with day-to-day accounting tasks on the project and corporate level as well as support Project Managers with Accounts Payable and Receivable. This position will support the Superintendent with managing the Company’s vehicle fleet and heavy equipment inventory, equipment administration and maintenance operations including scheduling and prioritizing equipment repairs and maintenance as well as assigning equipment to Crews and projects in alignment with project requirements and corporate objectives. This position will also perform routine administrative and project coordination tasks to simplify and expedite the completion of construction projects work and contribute to the Project Team’s productivity.
**ESSENTIAL SKILLS AND RESPONSIBILITIES**
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily:
**Equipment Administration**
- Oversight and overall administration responsibilities of the Master Equipment Log (MEL);
- Master data input including but not limited to lease terms or financing schedule, preventative maintenance, servicing, equipment status and location;
- Maintain and update MEL;
- Maintain procedures and records as per Company standards;
- Perform periodic inventory audits and cycle counts to ensure correct inventory levels for equipment and tools at each project site against MEL;
- Carry out duties in compliance with established business and safety policies;
- Coordinate and calendar preventative maintenance with Superintendents and Site Supervisors;
- Coordinate and calendar heavy equipment servicing with outside vendors;
- Coordinate validation activities required to return equipment and small tools in good working order to site;
- Support investigation of quality incidents related to preventive maintenance and failures for equipment or small tools;
- Update equipment-related documentation (SOPs, forms, etc.) as necessary;
- Coordinate equipment and small tool requisition and procurement with Superintendent and Site Supervisors;
- Re-order spares or additional small tools as necessary;
- Maintain good working relationships with outside parties (primarily suppliers) to resolve problems such as warranty, missing shipments, replacement of damaged goods, invoice issues, etc.;
- Facilitate execution of equipment-related expenditures under equipment budget, including the preparation and approval based on Company guidelines;
- Interface with Accounting on all invoicing, resolving any invoice/purchase order and coordinating three-way matching for invoice payments; and
- Provide reports to Management regarding equipment assignment, condition, utilization, maintenance, etc.
**Accounting Administration**
- Daily_
- Bank reconciliation;
- Corporate Credit Card reconciliation;
- Input AP invoices into Acumatica; and
- Weekly_
- EFT and cheque payment runs; and
- Attend Acumatica Meeting and take minutes.
- Bi-Weekly_
- Payroll hour consolidation and review approved timecards.
- Monthly_
- Create and input AR invoices into Acumatica;
- Assist with tasks related to Month Closing (i.e. credit card reconciliation, reviewing monthly journal entries and accruals, prepaid expense reconciliation, assistance with creating monthly financial statements); and
- Assist project costing and work-in-progress reconciliation.
**General Project or Office Administration**
- Process relevant documents.
- Update and maintain business contact information.
- Facilitate material/service purchasing and receiving, functions including submitting purchase requisitions, entering POs and purchase receiving in Acumatica.
- Support Field Engineers with project documentation.
- Manage procurement of site office supplies and consumables; and
- Provide administrative assistance to the President and Senior Management as needed.
**RECOMMENDEND MINIMUM QUALIFICATIONS**
The requirements listed below are representative of the knowledge, skill, and/or ability required
- Education and/or Experience_
- High School Diploma or GED;
- Experience in procurement, inventory control, planning, and quality control activities;
- Experience with construction or related processes preferred; and
- Experience related to project administrative support functions and proficiency of project tracking systems preferred.
- Certifications and/or Licensing Requirements_
- Required Company or regulatory certifications
- Required Company safety certifications
**LANGUAGE, MATH AND REASONING ABILITY**
- Ability to read and comprehend simple instructions, correspondence, and reports;
- Ability to write simple correspondence and reports;
- Ability to effectively present in one-on-one
