Job Description

We are very busy electrical contractor in Gilbert Arizona and this position will have to "wear many hats" and cover small portions of work in every department. Looking for a Seasoned Manager with many years experience working in a busy office, will have to handle HR, PR, QuickBooks Accounting, Equipment tracking and Safety Class tracking, Estimating Assistance, and many Project Coordination Efforts. No two days will be the same.

The ideal candidate will thrive in a fast paced ever changing environment and will be able to effectively coordinate many tasks at the same time with ease. They should be comfortable answering & making phone calls, distributing documents to employees and handling incoming and outgoing emails daily. They should also possess a friendly demeanor so they can effectively interact with office visitors, co-workers, and interview candidates. 

Must be a whiz with MS Office products (word, excel, and outlook) and tech savvy with computers, phone apps, and software systems so you can assist others with their small IT needs. Must be able to create and update Excel spreadsheets and use google sheets online. Trackers and email are a huge part of your day.

Must be physically able to and comfortable with opening and closing a contractor yard gate and working in an office alone as many times during the day you will be. Looking for a real self starter, someone very organized, an excellent communicator, and have a proven method of keeping yourself organized so no tasks go undone.

Construction office work a major plus! Getting a Notary stamp will be required.

We offer competitive pay and benefits, we like to have our office open Mon-Fri 5-5 with the field and office staggering hours but this position will be daily flexible on start and end time for the right person but ideally in the time frame of 7:30-4:30 or 5pm. Arriving on time at the same time every day is critical so must have availability and reliable transportation. Pay will be dependent on experience it could vary greatly depending on qualifications and past work experience.

 

General Duties:

· Checking PO Box, scanning and distributing mail.

· Monitor office supply levels and add to MS To Do List to reorder as necessary

· Coordinate office cleaning/maintenance, take out trash in office as needed.

· Assists with getting water for office as needed or tasking to Yard Manager.

· Provide clerical and administrative support to management as requested

· Copy documents & Scan & E-File everything, type labels/documents as requested

· Coordinate mass mailings and information flow to field/customers as required

· Tracking Safety/Company shirts/PPE Inventory and assisting with re-ordering efforts.

· Forms (creating and getting signatures)

· Assisting with material deliveries to yard, unloading, checking paperwork, notifying Supt. And coordinating efforts with yard manager.

· Keeps updated project info lists and share file data for field and distributes as necessary.

· · Performing day-to-day administrative tasks such as maintaining information files and processing paperwork. Scanning all docs and labeling uniformly.

Accounting Duties:

· Ensure all invoices get properly job costed, assist bookkeeper as requested

· Assist with job costing efforts for projects and equipment time/cost tracking efforts of accounting team

· Comply with local, state, and federal government reporting requirements and assist with monthly sales tax filings

· Set up preliminary lien sheets, new job files and billing forms/requirements to minimize processing time of accounts receivable payments as requested

· Monitor distribution of information for 20-day preliminary notices as requested by subcontractors and vendors and log all on trackers and make updates.

· Assist/make monthly indirect cost reallocation journal entries under Owner’s direction

· Assist with managing cashflow spreadsheet as required.

· Gathering form 5005 tax forms from all customers annually and for each new job, filing, and updating log/tracker

· Assist with Vendor and Customer Audits, year-end account reconciliations, W-2’s and 1099’s

· Setting up new accts and vendors in QuickBooks, W-9’s from vendors, sending 5000 forms to vendors

 

  Payroll Duties:

· Process weekly payrolls in a timely manner – working with field

· Review all Payrolls for accuracy – manage reimbursements

· Ensure payroll bank transfer is made timely for Direct Deposits - keep Cashflow updated

· Payroll deductions for advances/ garnishments / boot program

· Assisting as needed with Annual Reports including required Medical Annual Reports

· Reviewing Annual W-2’s and distributing and assisting/ensuring 1099’s are filed on time at year end.

 

HR Duties:

· Assist new hires in filling out paperwork, acknowledgements, hand out required PPE, logging, setting up/hiring in Contempo PR software.

· New employee files – set up, maintenance, scanning/re-naming all docs to box

· Ensuring all employees have company apps on their phones and know how and are using them.

· Ensure employee checklists for new hires and terminations are completed.

· Assist with Employee injuries, claims, light duty, & reporting

· Keep driver list updated and send to insurance company periodically.

· Ensure I-9 compliance & log is current.

· Employee Medical Benefit enrollment tracking and ensuring all employees are notified timely and correctly charged through payroll deductions when enrolled. Assisting with annual renewals.

· Assist with Safety training and tracking employee training certs

· Employee Reference Checks & Employment verifications when required.

· Assisting with company employee functions, food drives, holiday parties, meetings, etc.

· Assisting with training records, classes, tracking employee training documentation, etc

· Assist with annual reviews and performance plans & ensure all writeups are filed and tracked in employee files.

 

  Project Coordination Duties:

· Assists with project permits and bluestaking – ensures they are ALWAYS renewed timely, and log is kept current to match online.

· Entering new Customers and jobs into QuickBooks & on Project Tracker Log on Google Sheets.

· Adding new NTPs for City contract work to trackers, updating maps, printing for field Supt, planning for billing estimates, updating cashflow, updating tracker, notifying customer of materials needed, poles ready for inspection, sending invoices once inspections are completed.

· Assists Owner with reviews/routes customer contracts, PO’s, Work Orders, and subcontracts for signing using tracker, job files, e-mail and MS To Do Lists.

· Entering/creating job budgets/estimates in job files in QB for billings & sets up billing forms.

· Responsible for the day-to-day management and correctness of the Project Tracker

· Assist with Budget/Billing items as requested, enters billing data into QB and makes invoices for City contract work.

· Requests/reviews submittals to ensure they meet criteria or intent and tracks them to ensure timely approvals and PO releases.

· Ordering insurance certs for jobs, reviewing additional insureds, waiver of subrogations, etc.

· Requests Project data from customer to update project tracker and files

· Assist with company inventory (most likely on weekend) as requested.

· Entering new Customers and jobs into QuickBooks and on project tracker. 

· Manage/monitor material prep/ordering/deliveries/field tickets/ invoice discrepancies, etc.

· Requests/reviews/tracks submittals to ensure they meet criteria or intent and are approved timely.

· Requests Foundation Calcs – assists with ordering cages/bolts when needed. Also, LCC Cabinets too.

· Preparing Change Order Estimates and backup and following change orders through the entire review, approval and billing life cycle.

· Preparing all preliminary info. for each project and ensuring prelim 20-day notice s are tracked

· Assists with Final Contract Execution tracking, logging, & filing

· Assists with Final CO filing and adding to billing forms and QB estimates once approved by Customer.

· Filing order acknowledgements for vendors and fixing PO errors. adding ESDs from the logs intotrackers

· Breaks down POs from order acknowledgements to assist Bookkeepers with invoice entries.

· Initiates/creates MS Projects construction schedule(s) from bid details from Estimator and links to

· Assists Supts with project specific permits and inspections as requested. Requests them for each job, tracks them, files them, updated tracker.

· Procures all approved utility plan sets & final approved plan sets, tracks, follows up, logs, files.

· Reviews new plans to bid sets when received and notifies Supt & Estimator if different than bid set.

· Prints current plan sets for field use, updates tracker.

· Requests project subcontractor contacts on projects for scheduling and Supt use.

· Responsible for the day-to-day management of the Project Superintendent needs

· Ensure field dailies and toolbox talks are coming in timely, rename, save, notify Supt/Owners if they are not complying.

· Assists with closeout procedures as required.

· Keep updated city and utility spec docs current on box for the company

 

Estimating Duties as requested

Equipment Tracking Duties as requested

This job description is not designed to cover or contain every activity, duty or responsibility that are required by the employee for this position. Duties, responsibilities and/or activities may change at any time with or without notice. This position may be held in conjunction with another Company position.

Job Tags

Holiday work, Contract work, For contractors, Work experience placement, For subcontractor, Local area, Work alone, Flexible hours, Weekend work,

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