Administration Assistant - Residential Construction

Job Summary

Armada Companies is hiring a Residential Construction Administrative Assistant to keep the office running for our excavation and poured-wall companies.

This is the back-office half of our project team. You will collect Purchase Orders, support the Controller with A/R and A/P, protect the company's payment rights through lien filings, keep insurance certificates current with customers, and support hiring, onboarding and day-to-day office needs. You will work closely with our Construction Project Coordinator, who manages the field side of each job.

Responsibilities

• Collect Purchase Orders and maintains customer files for each job.
• Run A/R reports, weekly
• Support the Controller with the company's daily and weekly accounting routines.
• Print vendor invoices weekly
• Prepare sales reports, weekly
• Back up the Controller as needed, including bank deposits and QuickBooks deposit entry
• File Notices of Furnishing (NOF), mechanic's liens and lien releases
• Search titles weekly for Notices of Commencement (NOC) and mortgages
• Serve as notary for the Armada companies

Insurance and Certificates & General Contractor Registration

• The administrative assistant keeps the company's insurance paperwork current with the broker and every customer.
• Obtain COIs and contractor bonds from the insurance broker
• Upload certificates of insurance (COIs) to customer platforms annually
• Update BWC coverage and COIs with customers annually and as needed
• Complete the annual online training required for BWC certification
• Track and maintain vehicle insurance cards annually
• Obtain contractor registrations in cities and counties, annually

Admin Tasks

• Create job postings
• Order marketing materials, promotional items, office supplies, food and beverage supplies, office equipment and GPS equipment
• Set up technology for all employees, including GPS monitoring and customer and vendor online platforms
• Communicate with building maintenance regarding office issues as needed
• Clean the office and equipment weekly
• Create UPS shipping labels for staff
• Assist with DOT compliance by adding/removing vehicles and driver's

Qualifications

• 2 years in administrative, office support or accounting support work, ideally in construction or a trade contractor
• Attention to detail is a must!
• Self starter required
• Working knowledge of accounts receivable, invoicing and cash application
• Strong organization and the ability to wear many hats while meeting daily, weekly and annual deadlines
• Clear written and verbal communication with customer office staff, vendors and coworkers
• Proficiency with Microsoft Office and comfort learning customer vendor portals
• Ability to obtain and maintain an Ohio notary commission
• Experience with QuickBooks preferred
• Familiarity with liens, waivers and NOF/NOF preferred

Join us in this dynamic, energetic role where your skills will help streamline operations and support our team’s success in Ohio residential construction projects!

Pay: $18.00 - $25.00 per hour

Expected hours: 30.0 per week

Work Location: In person

Salary : $18 - $25