General Job Description

The Executive Assistant is a full-time position who is responsible for a variety of responsibilities that include but are not limited to support for the President & Vice Presidents, Contract Control, licensing, and Permits.

Main Objectives

• · Attend meetings to capture minutes
• Book meals, rooms and conference rooms as needed
• Start the in-house contract process
• Fill out pre-qualifications for General Contractors
• Track and maintain active licensing, continuing education, and registrations for JBI/OWL Services as needed
• Pull permits for projects that includes Construction, Service and Special Projects
• Assist in some accounting areas
• Work a minimum of 40 hours per week

Responsibilities

• Track the contract process.
• Receive and scan contract into the job folder
• Create checklist job sheet
• Ensure execution of contract through estimating, pre-construction, and project management departments within required time frame
• Handle all insurance compliance needs written into contracts, agreements, and licensing applications.
• Fill out Bond information forms when needed for projects and licensing.
• Complete request pre-qualification questionnaires by providing information pertaining to vendor referrals, financial statements, safety statistics and banking/surety.
• Future training for all billings and collections.
• Track alarm permits and on-site storage trailers using Tattletale Edge portable alarm systems.
• Work with the leadership team by scheduling meetings, creating agendas, recording minutes, and distributing transcriptions once meetings are complete.
• Consolidating credit card receipts for all employees and coding monthly statements.
• Work with all personnel to assist in any administrative office needs such as handling food vendors, organizing office lunches, sit on committees, and maintain records.

Reporting

• The Executive Assistant reports to the President Supervisory Requirements
• The Contract Coordinator does not have any direct supervisory responsibilities

Qualifications

• Proficiency in Microsoft Office applications
• 3-5 years’ related contract administration or construction billing experience or equivalent combinations of education and experience
• Working knowledge of Procore and Sage/Timberline accounting system software
• Attention to detail
• Excellent verbal, writtenand organizational skills

Ideal Candidate

• Team player
• Great communicator
• Thinks outside the box
• Task oriented

Job Type: Full-time

Pay: $52,000.00 - $72,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Fort Worth, TX 76137: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 4 years (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Language:

• English (Required)

Work Location: One location

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