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The Receptionist / Junior Administrator (SOUTHERN INTERIOR; TRAIL)
SUMMARY:
The Receptionist / Junior Administrator. This position plays a key role in supporting daily office operations and providing administrative support to the project and finance teams.
ESSENTIAL FUNCTIONS:
MINIMUM REQUIREMENTS:
• Administration and Management -- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Public Safety and Security -- Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
• Coordination -- Adjusting actions in relation to others' actions.
• Judgment and Decision Making -- Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Critical Thinking -- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Time Management -- Managing one's own time and the time of others.
• Mathematics -- Using mathematics to solve problems.
• Active Learning -- Understanding the implications of new information for both current and future problem-solving and decision-making.
• Monitoring -- Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Reading Comprehension -- Understanding written sentences and paragraphs in work related documents.
• Oral Expression -- The ability to communicate information and ideas in speaking so others will understand.
• Oral Comprehension -- The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Written Comprehension -- The ability to read and understand information and ideas presented in writing.
• Written Expression -- The ability to communicate information and ideas in writing so others will understand.
The Receptionist / Junior Administrator. This position plays a key role in supporting daily office operations and providing administrative support to the project and finance teams.
ESSENTIAL FUNCTIONS:
- Greet visitors and handle incoming calls and correspondence in a professional and courteous manner.
- Receive and distribute mail, packages, and courier deliveries efficiently.
- Maintain office supply inventory and coordinate orders as needed.
- Manage employee time entry to support accurate and timely weekly payroll processing.
- Produce daily LEMs (Labor, Equipment, Materials) for customer approval, ensuring accurate documentation.
- Assist in preparing weekly, bi-weekly, and monthly billing packages in alignment with client contracts.
- Support data entry and file organization for client and project-specific reporting.
- Provide administrative support for accounts payable, including invoice matching and tracking.
- Assist with month-end processes such as document collection, reconciliations, and basic reporting.
- Maintain organized filing systems for project records and financial documents.
- Help coordinate communication and document flow between the project team and accounting.
- Contribute to a positive office environment by assisting with general office duties as needed (e.g., ordering supplies, scheduling meetings, coordinating couriers).
MINIMUM REQUIREMENTS:
- 1+ years of experience in an administrative role with a strong focus on bookkeeping and accounting, ideally within the construction or project management industries.
- Experience managing invoicing and billing for projects, with demonstrated accuracy in financial documentation.
- General understanding of basic accounting principles; experience with accounts payable/receivable, accruals, and general ledger entries.
- Proficiency in Microsoft Excel, including advanced skills with formulas, pivot tables, and financial reporting.
- Experience or training in Sage 300, SAP Business One, or similar ERP systems is highly desirable.
- Strong organizational and multi-tasking abilities, with excellent attention to detail and accuracy in financial tasks.
- Ability to thrive in a fast-paced work environment and collaborate with team members as needed.
- Strong communication and interpersonal skills, with a focus on client satisfaction and financial accuracy.
OTHER FUNCTIONS/SUCCESS FACTORS:
• Administration and Management -- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Public Safety and Security -- Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
• Coordination -- Adjusting actions in relation to others' actions.
• Judgment and Decision Making -- Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Critical Thinking -- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Time Management -- Managing one's own time and the time of others.
• Mathematics -- Using mathematics to solve problems.
• Active Learning -- Understanding the implications of new information for both current and future problem-solving and decision-making.
• Monitoring -- Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Reading Comprehension -- Understanding written sentences and paragraphs in work related documents.
• Oral Expression -- The ability to communicate information and ideas in speaking so others will understand.
• Oral Comprehension -- The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Written Comprehension -- The ability to read and understand information and ideas presented in writing.
• Written Expression -- The ability to communicate information and ideas in writing so others will understand.
Job Types: Full-time, Permanent
Salary: $20.00-$23.00 per hour
Expected hours: 40 hrs. per week
Benefits:
- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program
This is a full time position
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