POSITION SUMMARY:

The Administrative Coordinator handles essential office tasks in a fast-paced environment, focusing on billing and accounting. Responsibilities include processing invoices, payments, and reconciling accounts with billing software, ensuring accuracy, and resolving discrepancies. Additional duties involve managing incoming calls, scheduling, and general office support. Proficiency in MS Outlook, Excel, Word, and office equipment, along with strong organizational skills and attention to detail, are crucial for success in this role.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• High School Diploma or GED is required. Associates degree is preferred.
• Must have 2+ years of experience as an office administrative assistant, construction industry is a plus.
• Strong verbal, written and interpersonal skills.
• Attention to detail to ensure invoices are error-free and payments are applied correctly.
• Proficiency in using billing software and accounting systems is essential for processing invoices, payments, and reconciling accounts accurately.
• Strong numerical skills and the ability to analyze financial data are necessary to identify discrepancies, resolve billing issues, and provide accurate reports.
• Ability to work in a fast-paced construction office environment.
• Ability to organize and prioritize workload to meet deadlines.
• Proficient in MS Outlook, Excel and Word as well as skilled use of office equipment.
• Knowledge of TCR software a plus.

• Answering and directing incoming phone calls to the appropriate departments or personnel.
• Setting up jobs in the TCR system and electronically scheduling tickets for field technicians to perform daily rental setups, traffic closures, and flagging operations.
• Reviewing work tickets daily to ensure all required photos, items, and signatures are completed accurately.
• Handling filing and mailing tasks to maintain organized records and timely communication.
• Assisting with Accounts Receivable (AR) collections as needed to support financial operations.
• Managing the company’s cell phone inventory, including setting up and activating phones for new hires and troubleshooting issues by coordinating with the designated cell phone and app contact.
• Serving as a backup to the Onboarder by assisting with tasks related to New Hire Orientation.
• Following all safety rules and regulations to ensure a safe work environment.
• Adhering to all company policies and procedures to maintain compliance and consistency.
• Performing other work-related duties as assigned to support team objectives and operational needs.