This position involves assisting with a variety of projects, managing programs, and performing administrative tasks. The Administrative Assistant will serve as a point of contact between the company and its subcontractors, vendors, and customers, facilitating clear communication and efficient operations. This role aims to support management, streamline processes, and improve overall efficiency throughout the organization.
Responsibilities
Main Job Tasks and Responsibilities
▪ Monthly Auditing of contractor information: Conduct monthly audits of contractor data to verify accuracy and compliance with company standards
▪ Ensure all contractor records, certifications and compliance documents are current
▪ Report any discrepancies or issues to the relevant team members for resolution
▪ Subcontractor Onboarding: Process end to end onboarding for new subcontractors, including gathering required documentation
▪ Ensure all subcontractors meet all prerequisites
▪ Weekly Subcontractor Payments: Coordinate and process weekly payments to subcontractors accurately and on time.
▪ Resolve any payment discrepancies or issues, working closely with the accounting department and subcontractors.
▪ Maintain detailed records of payment transactions for auditing and compliance purposes
▪ Ensure accurate data entry and compliance with IRS regulations Oversee and enforce contractor compliance with legal requirements and industry standards and perform periodic reviews
▪ Assist supervisor with various tasks including scheduling project tracking and communication
▪ Prepare reports, summaries and presentation for management as requested
▪ Act as a liaison between subcontractors and supervisor and other stakeholders
Requirements
EDUCATION AND EXPERIENCE The formal education and experience for the Administrative Assistant job description varies according to the nature of the job responsibilities. However, the following are commonly required in this role:
▪ Strong Organizational skills
▪ Familiarity with subcontractor management and compliance
▪ Proficiency in Microsoft Suite and other business-related software
▪ Excellent verbal and written communication skills
▪ Ability to manage multiple tasks and prioritize workload effectively
▪ Strong problem-solving skills with a proactive, solution-oriented mindset
▪ High school diploma or GED equivalent
Key Competencies
stress tolerance
critical thinking and problem-solving skills
planning and organizing
decision-making
communication skills
teamwork
adaptability
Pay Range: $22.00 – $25.00 / hour
