Construction Contract Admin
3.
0 Quick Apply Full-time 11 hours ago Full Job Description Purpose:
The Construction Division Administrator & Contract Manager is a full-time office position, reporting directly to the Landscape Operations Manager.
This role provides administrative support to the Landscape/Construction Installation Division Managers.
Duties &
Responsibilities:
Contracting & Billing:
Accurately process all incoming contracts, appropriately approved by customer, within 24 hours of receipt from Salesperson.
o Sign off on each contract upon completion of the contracting process.
o Procure all necessary permits and registrations required by municipalities.
o Request timely marking of underground utilities in accordance with the law.
Maintain accurate and up to date records of such requests.
o Communicate scheduled jobs with customers.
Act as a liaison between customers and salespeople when questions arise.
Organize completed contracts for proper scanning and attachment to the customer account.
Maintain current certification of insurance documents with 1099 Vendors/Subcontractors.
Weekly printing, distribution and follow up of invoices for Production Manager approval and client delivery.
Weekly update of all T&M completed services to ensure it reflects accurately on the weekly reporting.
Facilitate accurate input work orders into the system - meeting all deadlines including job costing, invoicing, month-end, and payroll deadlines.
Reporting and Performance Management:
Ensure that we are completing ongoing tracking of job performance and communicate results weekly.
- (WIP Reporting) Work with Landscape Construction Operations Manager & Landscape Productions Mangers to keep crews on track of meeting job budgets in real time to improve Gross Margin.
Creates awareness around key issues, educating the managers and field staff to improve performance.
Produce reporting that measures performance and provides real time feedback to get results:
Request For Proposal Scoring and Reporting Sales - Bid goal vs.
actual through Sales Reporting Follow Sales to production schedule, Deposit schedules.
Hours to Budget Tracking Efficiency/Winners and Losers AR & Surveys Partners with managers to create a culture of accountability based on open and honest feedback and strive to build an atmosphere of teamwork with a winning attitude.
Learn and understand the vision from the Division Manager and become a key influencer in executing the business philosophies for the division promoting professionalism, leadership, and accountability.
Accounts Payable and Cash Flow Management:
Take full ownership of the Accounts Payables function within the construction department.
Ensure rate card is met on all direct expense purchases to report for Job Costing.
Facilitate and manage the Purchase Order systems for the Construction Division.
o Process all direct expense payables daily.
Ensure that all invoices are entered with 24 hours of receipt.
Close open POs as payables are entered into the system.
Facilitate Accurate Coding - understand the budgets for Construction expense to ensure that all charges hit the correct budget and sub buckets for reporting.
Maximize company cash flows by ensuring all payments received; ACH, checks, credit card payments, and/or cash are processed accurately within software and deposited timely.
Accounting, Construction Filing and Maintenance Handoff:
Indirectly report to the controller on all accounting and internal company process and procedures Maintain filing systems and maintain customer files at various levels in an accurate, organized, and constant manner.
o Securing signed contracts Ensure we are passing finished construction projects to the maintenance dept.
to up sell maintenance packages.
May perform other related duties as assigned.
Qualifications:
Education, Training and
Experience:
Associates degree or 3 years similar work experience.
Knowledge, Skills and Abilities (KSA):
Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, OneNote, SharePoint, Outlook).
Knowledge of QuickBooks.
Knowledge of Customer Service.
Ability to analyze, organize and prioritize work while meeting multiple deadlines.
Ability to accurately prepare and maintain records, files, and reports.
Ability to pass background and drug screening.
Compensation:
$49,000-$52,000 annually, commensurate with experience.
Benefits:
Company outings, picnics, and awards.
Medical, Dental, Vision, Life and supplemental Allstate insurances are available.
A 401k with company match up to 4%, immediate eligibility.
Paid vacation and paid holidays.
Tuition Reimbursement program.
Incentives:
Referral Bonuses Performance and annual reviews Equal Opportunity Employer, Drug Free Workplace (DFW) Quick Apply.
Estimated Salary: $20 to $28 per hour based on qualifications.
0 Quick Apply Full-time 11 hours ago Full Job Description Purpose:
The Construction Division Administrator & Contract Manager is a full-time office position, reporting directly to the Landscape Operations Manager.
This role provides administrative support to the Landscape/Construction Installation Division Managers.
Duties &
Responsibilities:
Contracting & Billing:
Accurately process all incoming contracts, appropriately approved by customer, within 24 hours of receipt from Salesperson.
o Sign off on each contract upon completion of the contracting process.
o Procure all necessary permits and registrations required by municipalities.
o Request timely marking of underground utilities in accordance with the law.
Maintain accurate and up to date records of such requests.
o Communicate scheduled jobs with customers.
Act as a liaison between customers and salespeople when questions arise.
Organize completed contracts for proper scanning and attachment to the customer account.
Maintain current certification of insurance documents with 1099 Vendors/Subcontractors.
Weekly printing, distribution and follow up of invoices for Production Manager approval and client delivery.
Weekly update of all T&M completed services to ensure it reflects accurately on the weekly reporting.
Facilitate accurate input work orders into the system - meeting all deadlines including job costing, invoicing, month-end, and payroll deadlines.
Reporting and Performance Management:
Ensure that we are completing ongoing tracking of job performance and communicate results weekly.
- (WIP Reporting) Work with Landscape Construction Operations Manager & Landscape Productions Mangers to keep crews on track of meeting job budgets in real time to improve Gross Margin.
Creates awareness around key issues, educating the managers and field staff to improve performance.
Produce reporting that measures performance and provides real time feedback to get results:
Request For Proposal Scoring and Reporting Sales - Bid goal vs.
actual through Sales Reporting Follow Sales to production schedule, Deposit schedules.
Hours to Budget Tracking Efficiency/Winners and Losers AR & Surveys Partners with managers to create a culture of accountability based on open and honest feedback and strive to build an atmosphere of teamwork with a winning attitude.
Learn and understand the vision from the Division Manager and become a key influencer in executing the business philosophies for the division promoting professionalism, leadership, and accountability.
Accounts Payable and Cash Flow Management:
Take full ownership of the Accounts Payables function within the construction department.
Ensure rate card is met on all direct expense purchases to report for Job Costing.
Facilitate and manage the Purchase Order systems for the Construction Division.
o Process all direct expense payables daily.
Ensure that all invoices are entered with 24 hours of receipt.
Close open POs as payables are entered into the system.
Facilitate Accurate Coding - understand the budgets for Construction expense to ensure that all charges hit the correct budget and sub buckets for reporting.
Maximize company cash flows by ensuring all payments received; ACH, checks, credit card payments, and/or cash are processed accurately within software and deposited timely.
Accounting, Construction Filing and Maintenance Handoff:
Indirectly report to the controller on all accounting and internal company process and procedures Maintain filing systems and maintain customer files at various levels in an accurate, organized, and constant manner.
o Securing signed contracts Ensure we are passing finished construction projects to the maintenance dept.
to up sell maintenance packages.
May perform other related duties as assigned.
Qualifications:
Education, Training and
Experience:
Associates degree or 3 years similar work experience.
Knowledge, Skills and Abilities (KSA):
Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, OneNote, SharePoint, Outlook).
Knowledge of QuickBooks.
Knowledge of Customer Service.
Ability to analyze, organize and prioritize work while meeting multiple deadlines.
Ability to accurately prepare and maintain records, files, and reports.
Ability to pass background and drug screening.
Compensation:
$49,000-$52,000 annually, commensurate with experience.
Benefits:
Company outings, picnics, and awards.
Medical, Dental, Vision, Life and supplemental Allstate insurances are available.
A 401k with company match up to 4%, immediate eligibility.
Paid vacation and paid holidays.
Tuition Reimbursement program.
Incentives:
Referral Bonuses Performance and annual reviews Equal Opportunity Employer, Drug Free Workplace (DFW) Quick Apply.
Estimated Salary: $20 to $28 per hour based on qualifications.
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