What are the responsibilities and job description for the URGENT** ADMINISTRATIVE ASSISTANT / ACCOUNTS PAYABLE / DATA ENTRY position at MAR CON Builders, Inc.?
DYNAMIC ACCOUNTS PAYABLE / ADMINISTRATIVE ASSISTANT / DATA ENTRY
**IN PERSON*** NO OUT OF STATE ***NO REMOTE ****QUICK LEARNER PREFERRED***
ABOUT MAR CON
MAR CON Builders is a commercial General Contractor (CONSTRUCTION COMPANY) serving clients since 2011 throughout the San Francisco Bay Area. We specialize in ground-up construction and Tenant Improvement projects for healthcare, corporate, municipal/civic, and commercial clients. We take great pride in helping healthcare providers, school districts, municipalities and technology companies execute their dream projects. We believe this work is critical to the development and improvement of our communities.
Job summary: ADMINISTRATIVE ASSISTANT / ACCOUNTS PAYABLE / DATA ENTRY
We are seeking an organized and proactive Administrative Professional to join our team in Oakland, California. (Oakland Airport) The ideal candidate will be professional and positive and handle a variety of clerical and customer service duties in a fast-paced environment. This role requires exceptional communication skills, attention to detail, and the ability to manage multiple tasks efficiently. Bilingual proficiency in Spanish is preferred to serve our diverse customer base effectively.
Key Responsibilities:
-Perform general clerical duties including filing, data entry, and maintaining organized records.
-Answer incoming phone calls in a courteous and professional manner, directing calls and taking messages as needed.
-Provide outstanding customer service, assisting clients with inquiries, orders, and follow-ups.
-Process customer orders, ensuring accurate documentation and timely responses.
-Receive and verify driver invoices, ensuring proper documentation for billing and records.
-Communicate effectively with clients, subcontractors, and internal teams to facilitate smooth operations.
Qualifications:
-Previous experience in an administrative or customer service role.
-Strong organizational skills and attention to detail.
-Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
-Bilingual in Spanish is preferred to serve a diverse customer base.
-Must type 50 WPM / Fast learner / Multitasker / Self-starter / Outgoing
-Ability to work well in a team-oriented environment.
-Schedule: Full-time, Monday to Friday. Hours: 7:30am - 4:30pm (Daily / NO REMOTE) Business Attire
Accounting / Administrative Assistant provide assistance to an organization’s accounting department or team. Able to perform general office duties, like answering phones, scanning, filing and greeting customers as well as perform higher-level functions, such as processing invoices and preparing payments.
ACCOUNTS PAYABLE RESPONSIBILITIES
• Process purchase order (PO) related vendor invoices in the ERP system
• Interact with PMs and Vendors for invoice resolution
• Reconcile vendor statements and work with PEs and/or PMs to resolve discrepancies
• Assist with and ensure successful quarterly and year end close activities and audits in areas related to AP
• Receiving, scanning physical invoices
• 1099 processing and disseminating physical 1099 statements to eligible suppliers and vendors as needed
• Processing Preliminary Notices and Unconditional Releases
• Check cutting and signing and mailed out
• Manual check deposit to the bank
• Filing all invoices, entering AP invoices
• Answering and resolving AP calls
PAYROLL RESPONSIBILITIES
• Assist in drafting Foundation mobile app procedures detailing the flow of payroll-related information
• Process weekly payroll through Foundation, including time keeping/timesheet review to ensure accurate data
• Ensure timely and accurate processing of payroll transactions, including salaries, benefit deductions, garnishments, taxes, 401k, monthly expense reimbursement, quarterly and annual bonus payments, etc.
• Update employee information, tax and direct deposit information
• Maintain all payroll reports and provide reports to accounting department
• Understand and adhere to SEC, DOL, and IRS regulations that impact our business
• Working knowledge of current federal and state laws and regulations pertaining to payroll and timekeeping
• Assist in drafting procedures detailing the flow of payroll-related information
• Answer employee questions regarding payroll and resolve payroll and time keeping issues
• Certified payroll reports
• Positive pay
Requirements:
• Bachelor’s Degree in accounting or equivalent work experience OR
• Bachelor's Degree in Business Administration OR
- EXPERIENCE - As an Administrative Assistant OR
- MUST DETAILED ORIENTED, FAST LEARNER, MULTI-TASKER, GRAMMAR / SPELLING, TYPE 60 WPM, MUST BE ONTIME (SHOW UP DAILY) , SOCIAL MEDIA EXPERT, AND TEAM PLAYER!
Computer Equipment and Software:
Knowledge of Windows Operating Systems and Microsoft Office, Excel, Publisher / Canva, Zoom, etc.
**MUST submit resumes: Careers@Marconcompany.com**
**START: As soon as possible
**Compensation: BASED UPON EXPERIENCE AND ABILITY TO GROWTH within the company
**Benefits: After 90 days probation
**Schedule: Monday - Friday (7:30 AM - 4:30 PM) Business Attire / NO REMOTE
**Location: Oakland, CA 94621 ( By Oakland Airport )
After 90 days = Full benefits package including PTO, Health, Vision and Dental insurance, and all federal holidays.
MAR CON Builders is an Equal Opportunity Employer committed to fostering an inclusive environment for our diverse workforce. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, veteran status, or disability.