Office Administrator (Construction)

Job Summary

• The Regional Business Specialist is responsible for providing backup to the Regional Business Administration Manager and interacts with branches and cross-functional teams to handle and manage branch administrative matters.

Duties and Responsibilities:

• Work with 3-way match process to include the electronic receiving on Delivery tickets - heavy research capabilities required
• Ensure all invoices are processed in accordance with documented SOX controls
• Assist with Accounts Payable and/or Accounts Receivable duties as needed in support of branch cash management and vendor administration initiatives
• Interacting with branches and cross-functional teams on accounts payable matters
• Work with suppliers to ensure timely collection of required lien releases
• Ensure payroll is processed according to our Company policy and any problems or questions relating to payroll are resolved or answered
• Enter data into payroll system accurately and timely - Electronic Time Capture (Passport)
• Weekly certified payroll/prevailing wage reporting and monthly OCIP reporting
• Maintain positive relationships with branch offices and company suppliers to ensure accurate and timely Client invoicing/billing
• Prepare timely month-end closing activities
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
• Produce, revise, and send written communication including memos, letters, and flyers
• Maintain subcontract files ensuring prompt payment and appropriate licensing and insurance
• Provide customer service to our Vendors to include research and tracking of payment status
• Answer phones for branch if applicable
• Run reports as needed/directed by Branch Team Members
• File (electronically) various types for job and payroll files
• Work with Electronic Time Capture Program to process payroll as needed
• Special projects as assigned

Education and Experience:

• Bachelor’s degree in accounting (preferred)
• Minimum 2 years of relevant AP experience (3-way match) - REQUIRED
• 1-3 years Construction AP experience (preferred)
• Accounts Receivable (AR) related experience preferred
• Bilingual (Spanish) preferred
• High proficiency in Microsoft Office Products (Excel, Word, Outlook)
• A team player and supportive business partner attitude
• Strong multi-tasking skills with the ability to work in fast paced environment
• Strong verbal and written communication skills with strong suits to investigation and research
• High attention to detail with strong organizational skills
• Takes initiative to identify and resolve issues
• Flexibility to learn new systems and software quickly
• Strong work ethic
• Customer service experience
• JD Edwards/Oracle experience a plus

Physical Demands/Requirements:

• Constant operation of a computer and other office equipment, such as a laptop, a cell phone, and printers/copiers
• Position is sedentary; must be able to remain in a stationary position for a majority of the time
• Ability to maintain, in your possession at all times, required medications to address any known allergic reactions should they occur

Work Environment:

• This role will either be remote or be based in an office environment.

BrightView Landscapes, LLC is an Equal Opportunity and E-Verify Employer.