Job Description

The ideal candidate will work directly with the owner and my designated job duties. I am pregnant and will be going on maternity leave, I am looking for someone to fill my role full time before, during and after maternity leave, I will always assist in the role, but I am looking for a candidate that will allow me to step away and work part time.

The ideal candidate must have strong interpersonal skills and possess a strong business acumen. You must have accounting experience and insurance claim experience in managing reconstruction and mitigation on a large scale. Please do not apply if you do not know what Xactimate is and have never managed an insurance claim. We are looking for someone who is more versed in insurance claim work, and willing to learn and grow in their position to learn the accounting side if necessary. This candidate could have worked as an adjuster previously, or for another company in the reconstruction or mitigation field, construction & insurance claim knowledge is a must!

Main Office Duties (Some of these are only in assisting the office manager when she is not available to do the items, some are your job requirements):

• Serves visitors by greeting, welcoming, and directing them appropriately. 
• Notifies company personnel of visitor arrival.
• Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting, and distributing mail, and preparing documents. 
• Maintains office files; implements an efficient system for other staff to access files and records and creates new folders for filing system. 
• Answers office phone and schedules estimates using the phone protocol list. 
• Answers office phone to pay /approve phone sales. 
• Assists Office manager, CEO, and Owner with the clerical preparation of any requested documents 
• Schedules meetings as requested by the President, CEO, and Owner. 
• Makes photocopies; mails, scans, and emails documents; and performs other clerical functions as requested by Owner and CEO.
• Files documents into appropriate job folders and vendor folders.
• Performs or facilitates maintenance of the office along side the office manager when needed.
• Manages own email and owner's emails.
• Performs other related duties as assigned by Owner, CEO or others. 

Bank Feeds/ Expenses Tracking: 

• Clears Credit card payments in banking feeds in QuickBooks. 
• Clears deposits in banking feeds in QuickBooks weekly.
• Assist Office Manager when needed with Banking feeds on QuickBooks. 

Accounts Payable: 

• Routes all accounts payable requests and estimates to appropriate project managers and Owner/ CEO.
• Sends owner, and all project managers open AP's report to get approvals before printing checks for the week.
• Performs accounts payables by creating a weekly check run that includes the sum amount being spent on subcontractors and material vendors. 
• Performs accounts payables by creating bills for vendors and payments to vendors, deposits check and records deposits. 
• Prints all check and makes sure to be in the office to distribute on Friday’s with Office Manager or Owner unless otherwise scheduled. 
• Collects signed lien waiver from subcontractors who are being paid $1,500.00 or more for projects (office manager assists with this).
• Reconciles Credit Account Statements from Jordans, Beacon, Sherwin Williams, Horizon Reprographics, (any other vendors that are paid monthly) and sends monthly payment.
• Manages outside accounting firm who reconciles all bank & credit card statements.
• Pinnacle Workmans Comp Report submittal and Payment monthly.
• My UI unemployment reporting quarterly.

Accounts Receivable: 

• Creates and sends invoices to customers as requested by the project managers. 
• Assists with Collections of invoices & Promissory Notes.
• Sends Lien Waivers upon final payment of projects. 

Insurance Claim Specialist:

• Manage insurance claims with all project managers
• Follow up with adjusters on a daily or weekly basis
• Email rebuttals to adjusters
• Follow up with payments from adjusters / claims & homeowners
• Review Xactimate's and understand scope of work for each project
• All accounting for insurance claims
• Assists with Work Authorization uploads for insurance loss claims to adjusters
• Sends cert's of completions to close claims.
• Sends supplements to close claims.

Bi-weekly Duties:

• Close out Jobs in Builder Trend and files away the physical file/ includes pulling actual hours spent per project/ then reviewing this profit and loss report with PM’s during bi-weekly meeting.
• Submit to team open invoices report
• Assists all Project managers and labor force with any needs during biweekly one on ones.

Required Skills:

• Bilingual / Spanish (if possible - but not a must)
• Ability to type at least 60 words per minute. 
• Extensive knowledge of office management procedures.
• Extensive knowledge of construction.
• Proficient with Microsoft Office Suite (Word, Excel), QuickBooks, and other related software systems. 
• Knowledgeable in job costing and construction accounting. 
• Working understanding insurance claim's. 
• Understanding of Xactimate.
• Excellent time management skills with a proven ability to meet deadlines. 
• Ability to function well in a high-paced and at times stressful environment. 
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills. 
• Excellent organizational skills and attention to detail with ability to maintain confidential and meticulous records. 
• Must be reliable and extremely trustworthy.
• Proficient with or the ability to quickly learn.

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