The Administrative Assistant is responsible for office and project level administrative duties, including subcontracts creation, insurance and bond tracking, correspondence, filing, etc as well as serving as the backup to the Project Accountant. The administrative assistant reports to the Vice President and works with a significant amount of project supervision. The administrative assistant must be flexible and reliable, responding to the changing daily needs of their project(s) and main office. The responsibilities include the following:

Duties and Responsibilities

Office and Projects

• Prepare and process various open account invoices.
• Review vendor statements and request any outstanding or missing invoices.
• Resolve payment discrepancies and disputes in a timely manner.
• Provide office administrative support & assist IT with resolving issues remotely.
• Ensure the office is clean, organized, and stocked with all necessary supplies.

CONTRACTS AND INSURANCE

• Process/Create subcontracts generated by the Project Manager
• Assist in Change Order Management & Posting
• Maintain insurance, bond, and subcontract logs on a monthly basis.

PROJECT ACCOUNTING

• Fundamental understanding of Job Costing and Reporting
• Processing of Owner Payment Applications, Subcontractor Payment Applications, and compiling applicable documentation for ownership and accounting
• Reviewing and processing of waivers of lien in conjunction with subcontract payments
• Processing Owner Payments

Knowledge, Skills and Abilities

• Proficiency in Microsoft Office, especially Excel and Word
• Basic accounting skills (accounts payable, receivable)
• Knowledge of construction payment applications
• Writing & editing skills
• Good communication skills & customer service attitude
• Good organizational skills & multi-tasking orientation

Job Specifications

Candidates should have at least 5 years' experience in a construction administrative role. Experience in generating payment applications for a general contractor is a must. Successful individuals in this position are able to multi-task, adapt to changing situations, and have a customer service attitude.

W.E. O'Neil Construction Co is a 90-year-old self-performing general contracting firm employing the best people to work with the best customers in the industry. We have established a position of leadership in our industry because of the talents of our people, strong experience, and an excellent reputation. Our revenues exceed $200 million annually, and we are part of O'Neil Industries, ranked in the top 125 General Contracting firm nationally.