RECEPTIONIST/ADMINISTRATIVE ASSISTANT

The requirements listed above are representative of the knowledge, skill and/or ability required. Knowledge of QuickBooks is a must!!  Knowledge of COI’s. Knowledge of AIA Requisitions, Excel spreadsheets and formulas. Word documents and Google sheets. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

ESSENTIAL DUTIES AND RESPONSIBILITIES included but are not limited to:

· Answer and refer incoming calls to the correct person or department and represent the Company in a pleasant and efficient manner.

· Take detailed messages and deliver in a timely fashion as appropriate.

· Screen calls as directed

· Maintain a neat and welcoming front office

· Purchasing kitchen and Office supplies

· Maintaining a clean and organized Kitchen- i.e. Refrigerator and Pantry

· Sort, post, distribute, and prepare all incoming/outgoing mail

· Record and type Staff & Management Meeting Minutes, and all general correspondence.

· Perform administrative work as directed to include typing and filing projects, faxing correspondence, maintaining copies of files, updating phone lists and procedure manuals, etc.

· Assist Accounting with Billing ( regular and AIA Requisitions), entering Vendor Invoices, updating project Spreadsheet Tracker

. Obtain and furnish COI's accordingly

· Sort and Distribute weekly Paychecks

· Maintain accurate spreadsheet of employee attendance and PTO

· Collect credit card receipts

· Monitor and maintain company Vehicle status (registration renewal, inspections, etc)

· Monitor company cellphone usage

· Monitor reception email linked to website info email for inquiries and forward accordingly

· Assist PMs and Estimators with any administrative documents (creating/typing Estimates), reports, and project related tasks.