What are the responsibilities and job description for the Office Administrator & Data Entry Specialist position at Prairie Barns Construction LLC?
We are looking for a highly organized Office Administrator & Data Entry Specialist to serve as the "Input Hub" of our company.
You Will Have Two Main Objectives
Key Responsibilities
We build for the relentless operators of the Northern Plains. Our clients value grit, reliability, and straight answers. Our brand promise is "We've Got You." To keep that promise, our internal operations must be as solid as the buildings we construct. We are scaling, and we need a team member who loves order, accuracy, and efficiency.
You Will Have Two Main Objectives
- Data Integrity: You will take the chaos of the field (receipts, logs, invoices) and turn it into clean, accurate data in our systems.
- Office Order: You will ensure our physical office is professional, welcoming, and runs without a hitch.
Key Responsibilities
- Data Entry (The Precision Hat)
- Job Costing Input: Enter daily field receipts and invoices into JobTread (our project management software). You are the first line of defense against messy data.
- PO Matching: Verify that every incoming vendor bill matches the Purchase Order created by the Project Coordinator. If it doesn't match, you flag it.
- Time & Labor: Assist in digitizing timecards and daily logs from the field crews to ensure labor hours are tracked to the correct project phase.
- Vendor Compliance: Ensure all new vendors have current W-9s and Certificates of Insurance (COI) on file before data entry begins.
- Office Administration (The Service Hat)
- Reception: Serve as the first point of contact for anyone calling or visiting Prairie Barns. You set the tone of professionalism and trust.
- Mail & Logistics: Process incoming mail, manage shipping for office supplies, and route documents to the right department immediately.
- Facility Care: Keep the reception area, conference room, and supply closet immaculate and fully stocked.
- Filing Systems: Maintain our digital and physical filing systems so that any document can be found within 2 minutes.
- Zero Backlog: Data entry (receipts/bills) is processed within 24 hours of receipt. We do not let paper pile up.
- Accuracy First: You double-check your work. We measure performance by a low error rate in data entry.
- "We've Got You": When a client calls, they feel heard, and their message is relayed to the right person instantly.
- System Discipline: You follow the written procedure every time. If the procedure is broken, you help us fix the system.
- Experience: 2 years in an administrative or data entry role. Construction experience is a plus, but not required.
- Tech Savvy: You must be comfortable with software. Proficiency in Microsoft Office (Excel/Word) is required. Experience with JobTread or QuickBooks is highly preferred.
- Traits: You are detail-oriented to a fault. You prefer a quiet day of organizing files over a chaotic day of putting out fires. You are trustworthy with sensitive company data.
- Stability: We are a growing company with a clear vision and strong financial health.
- Clarity: You will have a clear Position Agreement and know exactly what winning looks like.
- Respect: We value the "back office" as the engine that keeps the field running.
We build for the relentless operators of the Northern Plains. Our clients value grit, reliability, and straight answers. Our brand promise is "We've Got You." To keep that promise, our internal operations must be as solid as the buildings we construct. We are scaling, and we need a team member who loves order, accuracy, and efficiency.