Front Office Assistant

Reports to: VP Of Finance/HR and Operations Manager

Job Type: Part Time Monday-Friday 8:00- 1:00

Starting Wage: $18.00-$25.00 DOE

Who we are: Denman Construction is a hard-working, professional, family-owned & operated custom residential home builder that has operated in the Flathead Valley for over 40 years. We are continually growing and strive to provide a high level of quality and service through planning, organization and teamwork while adhering to our core values of Integrity, Humility, Care, Excellence & Commitment.

Mission: “We are devoted to creating exceptional client experiences through trusted, lifelong relationships. From design to completion and beyond, our dedicated team guides each decision with quality and integrity at every step.“

Who you are: Friendly & professional, with a strong initiative to go above and beyond for the benefit of our clients and our team

- You have a positive attitude and a strong administrative background

- You can adhere to our Core Values and understand the big picture

- You are a self-starter with a strong work ethic that enjoys working at a faster pace than average, but can also take initiative and adapt during down time

- You have prior experience in accounts payable

- You have the ability to work both independently and to assist the team

- You are very organized and have attention to detail with consistent follow-through

- You have the ability to multitask, while prioritizing responsibilities and deadlines

- You are eager to learn and grow with us, with a strong customer service-minded attitude

Who we are together: A purpose driven team, working together to provide our clients with an exceptional client experience from start to finish.

What you will do: Serve as the point person on the following responsibilities (categories in order of priority, but with % being amount of time in a day spent)

Client Experience (5%)

• Maintaining a professional yet welcoming and inclusive environment

· Answering the phone and routing callers to the appropriate in-office or field employee

· Greeting walk-in clients, subcontractors and guests with a smile and assisting them as needed

General Office Admin (45%)

• Maintains tidiness of the front desk, lobby, conference room and kitchen so it is presentable for guests (including coffee preparation and dishwasher loading/unloading)
• Manages incoming and outgoing correspondence, including emails, mail and packages
• Mail/bank/errand runs
• Light data entry, filing, copying, and general office responsibilities
• Manages, orders, and maintains inventory of office supplies and equipment
• Oversees coordination of outside cleaning service
• Assists team members with conference room scheduling and meeting setup

Financial Assistance (45%)

· Purchase order & Accounts Payable Data entry from BuilderTrend to SAGE

· Verify PO’s for accuracy to billing, research discrepancies

· Work with Project Manager’s, Vendors, Subcontractors for billing questions

· Electronic invoice collecting and uploading

· Subcontractor Lien Waiver & Insurance Tracking

· Update Accounting System with New Vendor information

· Update Charge on Account List and submit to Credit Vendors

· Update Cenex Account List and Usage Log

· Assist with Sub/Supplier check distribution and tracking list

· Assist with Vehicle Registrations & software subscriptions

· Assist with Vendor Payments by Credit Card

· Create New Client Binders

· Update Client List & Project Checklist

· Assist with document preparation for billing meetings

· Assist with client billing and copying/filing client invoices & documents

· Support VP of Finance

HR (5%)

· Employee recognition – birthdays/anniversaries

· Maintain employee phone list and distribute as updated

· Maintain new hire paperwork packets and distribute to new employees

· Assist with onboarding of new employees (paperwork, office administration)

• Assist team in planning and executing company events

Additional projects and tasks as assigned by team members

Required Qualifications:

• Minimum 3 years of Administrative Experience
• Strong organizational and planning skills
• Solid skills in enforcing internal controls and procedures
• Excellent communication (verbal & written) skills with solid documentation
• Proficient in MS Office and ability to become familiar with new software and office equipment
• Proven office administrative experience
• Knowledge of office responsibilities, systems, and procedures
• Excellent time management skills and ability to multitask and prioritize responsibilities
• Strong attention to detail and problem solving skills

Pay: $18.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Work Location: In person

Salary : $18 - $25