Production Administrative Assistant

Production Administrative Assistant Broadview, IL Job Details Full-time $28 - $33 an hour 6 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Life insurance Qualifications Accounting systems Record keeping Computer operation Phone communication Word processing Writing skills Client invoicing QuickBooks Data entry Organizational skills Construction administrative experience Project management software Business Administration Construction Clerical experience Productivity software Associate's degree 2 years Communication skills Payroll processing Permitting phase involvement Entry level File organization Time management Client interaction via phone calls Full Job Description

JOB SUMMARY

The Production Administrative Assistant supports the daily administrative and production operations of the office. This role performs a broad range of clerical and organizational duties while assisting in the coordination of job setup, contract documentation, permit processing, and billing support. The ideal candidate is highly organized, detail-oriented, and able to manage multiple responsibilities in a fast-paced environment.

DUTIES AND RESPONSIBILITIES

General Administrative Support

• Use computers for various applications such as database management, word processing, and spreadsheet management.
• Answer telephones, provide information to callers, take messages, and transfer calls to the appropriate individuals.
• Create, maintain, and enter information into databases and electronic filing systems.
• Perform payroll functions such as maintaining timekeeping information and supporting payroll preparation in Production Department.
• Serve as backup support for other administrative and service department staff when required.
• Complete other projects as assigned by management. Job Setup and Production Coordination
• Create job folders in the building, drive in accordance with standard operating procedures and upload all pertinent documents.
• Assign job numbers to new projects and enter jobs into the company portal.
• Set up and organize billing documents including Invoices, Waivers, AIA documents, and Schedule of Values (SOV).
• Enter job estimates into QuickBooks and update estimates when change orders occur.
• Notify all parties when job files have been created so that necessary documents may be uploaded.
• Send deposit invoices to clients prior to project commencement.
• Request Certificates of Insurance (COI) when required.
• Apply for job permits as needed.
• Set up warranty records in manufacturer portals and in Dataforma when notified.
• Prepare and submit project submittals when required. Billing Support
• Distribute monthly SOV worksheets to superintendents at month end and compile returned percentages.
• Assist in the billing process by updating billing SOVs for each job upon receipt of completed worksheets.
• Follow AIA procedures or company billing procedures depending on the contract type.
• Prepare waiver documents as required based on the type of job.
• Prepare and send draft pay applications to clients for review prior to final submission.
• Send invoices to clients upon approval of pay applications.
• Enter invoices into QuickBooks and upload and update all billing files in the appropriate job folders.

REQUIRED SKILLS AND ABILITIES

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to read, understand, and clearly convey information in both written and spoken form.
• Ability to work independently as well as collaboratively within a team environment.
• Proficient with Microsoft Office Suite or related software.
• Familiarity with QuickBooks or similar accounting and project management software is a plus.

EDUCATION AND EXPERIENCE

• College Education
• Minimum of two years of administrative or clerical experience required.
• Experience in the construction industry or a production environment is a plus.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times.

Pay:

$28.00 - $33.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person