Office and AP Assistant

Cheever Construction - Lincoln, NE

Full-time

Lincoln, NE

Construction of Buildings

About the position

The Office and AP Assistant at Cheever Construction Company is responsible for managing general administrative functions and accounting tasks within the office. This role involves handling monthly billings, accounts payable duties, and supporting the accounting department while ensuring efficient office operations.

Responsibilities

• Assist in equipment, property, and assets tracking in Asset Keeper with guidance from HBE.
• Assist in sending contracts; check process; ensuring current COIs, W9, Contractor's Registration, returned lien waivers, signed subcontractors; and tax-exempt forms.
• Process AP checks to be paid on Fridays. Print check register and lien waivers. Upload positive pay file and respond to exceptions, if needed.
• Assist with monthly billings including accounts payable, PR reports, and needs bills both for lump sum and cost-plus projects.
• Utilize the AIA website for billings. Perform contract prep for Project Managers and CO's as needed.
• Assist with miscellaneous Accounts Payable including shop expenses, overhead expenses, and large purchases.
• Assist with the Work In Progress schedule.
• Assist in checking statements from vendors.
• Assist with yearend 1099s, enrollments for health insurance, and correspondence with HBE.
• Receive and verify expense reports; reconcile expense and other financial reports with account balances and other office records.
• Review monthly vendor relations for invoices, statements, and account management.
• Facilitate payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Ensure outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment.
• Calculate and report sales tax based on paid invoices.
• Ensure general liability coverage and auto insurance is maintained for business and project management, including communication with any changes in business operations and purchases.
• Oversee the daily work activities of the office.
• Perform or facilitate maintenance of office equipment including cleaning, maintenance, and repairs.
• Provide clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.
• Oversee petty cash fund.
• Maintain inventory of office supplies; order new supplies as needed.
• Maintain office files; implement an efficient system for other staff to access files and records.
• Perform other related duties as assigned.

Requirements

• Ability to type at least 60 words per minute.
• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Must be reliable and extremely trustworthy.
• Ability to maintain confidential and meticulous records.
• Proficient with Microsoft Office Suite or related software.
• Ability to work with a variety of personalities.
• Experience in accounting in a construction industry.
• At least three years of administrative and clerical experience required.
• Bachelor's degree in accounting preferred, associate's degree required.
• Previous experience with Sage 300, highly preferred.