BMS Co.
Administrative Assistant Job Responsibilities Agreement
This agreement outlines the roles and responsibilities of the Administrative Assistant at BMS Construction. The Administrative Assistant will support daily administrative operations, manage financial records, and assist with organizational tasks to ensure efficiency. The following responsibilities and duties are expected for the Administrative Assistant position.
Position Title: Administrative Assistant
Schedule: Monday - Thursday 8am-5pm (8am-4pm, no lunch - optional)
Department: Administration
- 1. General Responsibilities
- Provide administrative support to ensure efficient office operations.
- Assist with financial documentation, including receipts, payroll, and invoices.
- Communicate with employees, vendors, and clients regarding administrative and financial matters.
- Maintain accurate records and ensure compliance with company policies.
2. Receipts Management
- Collect and track receipts weekly and monthly for both project and shop expenses.
- Ensure all receipts include project number, name, and necessary details.
- Collect and file fuel receipts with appropriate information.
- Organize and maintain receipt filing systems for easy access.
3. Payroll Tracking
- Monitor and record employee hours and project hours.
- Assist in preparing payroll reports as required.
- Help process Certified Payroll Reports for government projects, ensuring submission by Wednesdays each week.
4. Employee Onboarding & Documentation
- Ensure all onboarding documents are completed and properly filed.
- Upload copies of driver’s licenses, Social Security cards, and other required paperwork to company systems.
- Track and manage expense receipts, company credit card usage, fuel cards, and reimbursements.
- Process and track time-off requests and ensure compliance with overtime policies.
- File mileage and per diem reports.
5. Fuel Management
- Ensure all fuel purchases are made exclusively at QT.
- Collect and review fuel receipts for discrepancies.
- Identify and flag multiple fuel purchases within the same day or any suspicious activity.
- Manage fuel cards and monitor QT account statements.
6. Accounts Payables
- Maintain and update a weekly due report for outstanding payments.
- Track statements, past due invoices, and total outstanding balances.
- Upload all necessary documents to Monday.com daily.
7. Accounts Receivables
- Track outstanding invoices and follow up to ensure payments are received on time.
- Monitor retainage payments and ensure they are collected as scheduled.
8. Contract Management
- Collect Certificates of Insurance (COI) from our insurance agent, the company’s insurance agent.
- Request waivers from General Contractors if necessary for insurance policies.
9. Project Budgets
- Assist in tracking and managing project budgets, including:
- Overhead costs
- Labor hours
- Materials and supplies
- Miscellaneous project expenses
10. Home Depot Management
- Review and track Home Depot account statements.
- Collect and organize emailed receipts for all purchases.
- Print and file necessary purchase receipts for financial records.
11. Vendor Management
- Assist in processing and tracking purchase orders.
- Maintain organized records of vendor sales receipts and transactions.
12. Material Orders
- Assist with placing and tracking material orders to ensure timely project completion.
13. Additional Responsibilities
- Support management with additional administrative or operational tasks as needed.
- Maintain a clean, organized, and efficient office environment.
- Ensure compliance with company policies, industry regulations, and financial reporting requirements
Job Type: Part-time
Pay: $15.00 - $18.00 per hour
Education:
Experience:
- Administrative: 3 years (Required)
Work Location: In person
