Position: ADMINISTRATIVE SPECIALIST/SALES SUPPORT/BOOKEEPER
Classification: Non-Exempt / Internal Operations
Reports to: Internal Operations Manager/Sales Director/CFO

Position Purpose
The Administrative Specialist is responsible for handling daily activities and communications within the front desk area, performing a wide range of administrative tasks to support accounting, records management, and marketing.

Summary of Responsibilities
• Manage the internal and external flow within the front desk area:
o Ensure phone calls are responded to in a timely manner;
o Handle face to face front desk interactionswith customers, vendors and other visitors;
o Establish systems for transferring calls, taking messages, responding to visitors and other measures to ensure communication is handled professionally;
o Manage new or ongoing projects to enhance or improve operations within the office; provide innovative ideas and suggestions for existing or new processes; balance priorities in order to maintain day to day order while accomplishing routine responsibilities.
• Handle a variety of accounting and record-keeping responsibilities to support the finance and accounting staff:
o Process accounts receivable and accounts payable statements and bills including entry into accounting software, filing and following up on issues that need attention;
o Generate financial reports as needed;
o Preparation and scheduling of all weekly, monthly, and annual meetings;
o Generate a dashboard, list of goals each month;
o Assist with banking deposits and reconciliations;
o Handle payroll and benefits processes, including daily time sheet entry, payroll set up and reporting, new hire forms and file set up, retirement and medical insurance enrollments;
o Perform tasks related to estimates, notices and waivers, resale certificates and W-9s, monthly sales tax, insurance payments and renewals, prequalification’s, and assisting estimators and others with job costing, bonding, licenses and other internal operations functions including daily proposals and contracts as needed;
o Perform all data entry daily operations which includes comparing data with source documents, compile, sort, and verify the accuracy of data before it is entered, and locate and correct data entry errors
• Assist with activities related to business relationships such as Association meetings, vendor relationships and other business relationships; schedule, plan and organize information, set ups and take-downs for trade shows and other outside events.
• Assist the Internal Operations Manager with a wide range of projects, information management, employee communications and human resources functions as needed.
• Perform other administrative tasks as assigned by the Internal Operations Manager, CEO and other senior managers.

Skills, Knowledge and Qualifications
• An associate’s degree and four to six years’ experience. A comparable combination of education and experience may be considered.
• Preference will be given to administrative experience within the construction trades.
• Strong administrative and organizational skills are essential.
• The ability to maintain a variety of systems, projects and day to day tasks in a timely and accurate manner.
• Strong knowledge and proven experience with file maintenance, compliance and quality control; accuracy and attention to detail are essential
• Pleasant and friendly attitude; outstanding verbal and written communication skills; excellent customer care skills in a fast paced environment ; professional telephone etiquette
• Ability to set and attains goals
• Availability to work within operating hours and days and commitment to reliability and attendance
• Bilingual skills are preferred.

Please respond via email. A phone interview will then be scheduled, followed by an in person interview

• Location: Tucson
• Compensation: Depends on experience – avg $ 32,000 per yr
• Principals only. Recruiters, please don’t contact this job poster.
• Please, no phone calls about this job!
• Please do not contact job poster about other services, products or commercial interests.