Executive Administrative Assistant Job at ecojiva in Warren

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We are seeking an experienced Executive Administrative Assistant for a construction company to join our team. We are a solar EPC and energy management company serving agriculture, manufacturing and many commercial sectors.

Job Description

Responsibilities and requirements include administrative support, office management, bookkeeping, vendor coordination, and coordination of operations related to property management and marketing activities.

Responsibilities

• Look for an Administrative Assistant for a construction company
• Perform general office duties, such as filing and answering telephones, including office management
• Prepare bank deposits, bank reconciliations, accounts payable/accounts receivable and client/vendor billing in QuickBooks
• Daily correspondence, professionally answer phones, follow up on customer payments
• Validate and track vendor activities, negotiate, and process vendor payments
• Knowledge and experience sending 1099s to vendors, filing sales tax with LARA, MTO
• Work with shipping, trade shows and event registration, marketing materials and communication to sales reps
• Coordinate with vendors to collect W-9, COI and other pertinent information; validate their work and invoices for payment
• QuickBooks bank reconciliation, vendor invoices entry and collection of W-9/COI
• Office management; coordinate with insurance agents, audits and government agencies to file paperwork
• Generate monthly billing for rent or maintenance expenses to tenants; collect funds and manage accounts receivable
• Contact tenants regarding past-due balances
• Coordinate property management repairs with vendors
• Plan, schedule, and coordinate general maintenance; solicit and analyze bids from contractors for repairs, renovations, and maintenance
• Main receptionist and customer point of contact
• Coordinate shipments with cargo transportation company; assist with trade show bookings, car rental bookings and cargo shipping
• Handle marketing materials inventory and log maintenance
• Take care of month-end, quarter-end and year-end administrative work

Qualifications

• Microsoft Office knowledge (Outlook, Word, Excel, PowerPoint & Visio)
• QuickBooks job costing and bank reconciliation experience
• Proactive personality with ability to complete tasks
• Strong verbal, organizational, technical ability and people skills
• Strong organizational and logical thinking skills
• Ability to manage many tasks and prioritize appropriately
• Ability to maintain confidentiality and handle all conversations/interactions with professionalism
• Previous experience in office administration or related fields
• Ability to multitask and prioritize
• Excellent written and verbal communication skills
• Strong attention to detail and organizational skills

Minimum Qualifications

• Education: High School Graduate; College degree preferred
• Job Type: Full-time

Company Description

Ecojiva LLC is a dynamic and innovative company dedicated to delivering cutting-edge solutions in Renewable Energy industry. We thrive on data-driven decision-making and are passionate about enhancing customer experiences through advanced marketing strategies and AI-powered tools.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

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