Bilingual (English/Spanish) Administrative Assistant

Administrative

• Create job folders for the production team. This includes copies of the job cover sheet, purchase orders list, sub #’s, copy of the current estimate.
• Maintain open job files to include a copy of the current estimate, contract, all T&M documentation, job notes requested to go into the file and all pick tickets that correlate to the open job phase.
• Understanding of Green and Purple Sheet process: Contractor Construction Manager to Office Team Manager to Administrative Assistant to create folders.
• Save project files, scans, photos in folders if requested.
• Assist sales team with presentation materials or estimate take offs as needed.
• Provide PO numbers for team members when requested.
• Obtain manual checks for team members, as needed. 
• Enter job budgets into Sage for all job phases being set-up.
• File pick tickets daily in the open job phase file.
• Upon job completion pull all documentation related to expenses and give to Team Office Manager for billing. 
• For all projects that are set-up to be billed by monthly pay applications, add the job to your calendar for the 25^th of each month and print all the current man hour reports and job cost reports and submit to the Team Office Manager for billing preparation.
• Print labor hours report weekly and give to Project Management Team for review.
• Back-up to Payroll Data Entry Clerk for posting hours for hourly employees in Sage system daily. Receive paychecks/stubs on Fridays and distribute to appropriate crews.
• Prepare and scan in all contracts in preparation for H2B process.
• Prepare and track subcontract agreements for subcontractors. Create subcontract numbers in Sage.  Pull subcontract numbers at time of job set-up.  Will need to inquire with Subcontract Manager on which subcontractors will be used.
• Maintain and purchase design/drafting supplies. Responsible for the daily organization and maintaining tidiness in the studio.
• Assist with material orders as needed. May require searching for appropriate materials by phone/email.
• Print open job & service work orders list for the production team members weekly.
• Coordinate utility locate and port-a-potty requests with Project Managers when the receptionist is out of the office.
• Participates and assists coordinating staff meetings and weekly foreman meetings.
• Respond to internal questions timely. Includes helping with summer interns on internal processes.
• Other tasks as assigned.

Customer Service

• Schedules incoming leads with sales representative and ensure contact information is entered into Sage and that a sales folder will be made.
• Must respond to all Incoming leads within 24 hours.
• Must keep a call log that tracks name, number and action taken.
• Assist with scheduling adjustments.
• Bid boards printed and update status in Sage weekly.
• Communicates with clients via telephone/email in a professional and timely manner (no later than 24 hours) to confirm schedules, respond to client complaints and/or concerns related with residential construction services including follow-up.
• Assist with POs for Project Managers.
• Answering phones as back up for receptionist.

Accounting – As assisting or back up only

• Processing Jobs and Service Work Orders for invoicing. This requires thorough job cost summaries and requires researching scope of work performed.
• Tracking billings on billing spreadsheet on a continual basis. Copies of invoices should be put into binder to assist with warranty process the following year.
• Assisting with vendor invoices in Sage and tracking credit issues when needed.
• Assist with billing issues between division and the client.
• Comply to month-end deadlines of the 5^th of each month for the month prior.
• Close out jobs and service work orders as needed.

Human Resources

• Back-up to Human Resources for speaking with Spanish speaking applicants and/or current employees.
• Assist in the onboarding process for the seasonal H-2B employees to include completing the required paperwork, auditing documentation, provide safety training and communicating pertinent information upon their arrival.

Snow Removal (Winter only)

• Assists with obtaining all snow logs/timesheets for snow removal.
• Administrative dispatching may be required.

Education and experience

• High school diploma.
• 1-3 years’ experience in an administrative role.
• Landscape experience is a plus.

Specialized knowledge, skill and abilities

• Proficient in Microsoft Outlook, Word and Excel.
• Highly organized with ability to multi-task in a fast-paced environment.
• Bilingual (English/Spanish) required.
• Accounting/Excel background helpful.

Competencies

• Excellent communication and interpersonal skills.
• Displays a positive outlook and is courteous to others.
• Professional in appearance and presentation.
• Strong problem-solving skills.
• Strong attention to detail.
• Demonstrates a high level of initiative to improve efficiencies. 
• Builds a strong sense of teamwork with coworkers.
• Takes pride in the work performed.
• Accepts the initiative to take on additional work if necessary.
• Shows integrity and consistency in all aspects of performing the job.
• Develop and maintain open, two-way communication with all team members.
• Attends and actively participates in all necessary meetings.

Physical Activity	Rarely	Occasionally	Frequently	Constantly
Balancing			X
Bending		X
Carrying		X
Climbing	X
Crawling	X
Crouching		X
Eye/Hand/Foot  Coordination				X
Hearing				X
Lifting (# of lbs.)			10  lbs.
Pulling	X
Pushing		X
Kneeling		X
Reaching			X
Repetitive motions			X
Stooping		X
Standing			X
Talking			X
Walking			X
Sitting			X
Working Outside		X

Travel Requirements

• Type of Travel: Only when needed
• Percent of travel: 1%

Driver's License Requirements

• Valid Driver's License
• Reason for Driver's License: Drive company vehicles when needed. 

Work Environment: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

	Not Applicable	Rarely	Occasionally	Frequently	Constantly
Extreme cold	X	X	Seasonal
Extreme heat	X	X		X
Temperature changes			X
Humidity
Wet	X
Noise				X
Vibration		X
Hazards	X

The work hours are 40 (Forty) hours per week, 7:00 am to 4:00 pm Monday through Friday with a 1 (one) hour lunch break per day. Must be flexible with availability depending on work load and deadlines, some overtime and Saturday work might be required.