SUMMARY/OBJECTIVE

This full-time, non-exempt position will be responsible for payroll timesheets and expense review, organize and coordinate all office and administrative duties. Excellent communication skills both written and verbal, proficiency in computer programs, ability to multi-task, provide attention to detail, a high level of professionalism and integral team player.

REQUIRED EDUCATION AND EXPERIENCE

• Associates degree and/or 2-3 years of relevant office or accounting experience
• Advanced proficiency in Microsoft Word and Excel

PREFERRED EDUCATION AND EXPERIENCE

• Knowledge of office administration
• Expertise in Outlook, Word, Excel and PowerPoint (intermediate level to advanced)
• Understanding of insurance and its business requirements
• Light accounting experience
• Experience in handling confidential and sensitive information appropriately
• Ability to recognize and prioritize issues and take appropriate actions

CORE RESPONSIBILITIES

• Liaison with accounting, HR Payroll and the production teams to ensure proper and accurate submittals for time, expense, and payroll. Assess, evaluate, and facilitate processes to help determine what is most efficient in order to meet time sensitive deadlines
• Work with regional offices to review, collect, and compile timesheets to ensure time is entered on-time, accurately and in compliance with both state and government regulations for both salaried and hourly employees; work with accounting to make needed time entry adjustments
• Work with regional offices to review all submitted expenses to ensure receipts match submitted expense entries; work with accounting to make adjustments
• Review and reconcile all invoices and process billing for all office (non-project) needs
• Provide senior leadership support, as needed
• Review active projects to ensure job folders have fully executed contracts
• Assist in complying with certifications and project insurance requirements; order requested insurance certificates and endorsements based on contractual requirements
• Research project contracts against A/R report
• A/P for Dallas and Chicago; expenses for Singapore and London offices
• Monitor and run reports for billable hours, posted transactions and project details
• Main point of contact for building maintenance, general office administration (i.e., new hire onboarding, etc.)

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.