Office Administrator

Job Overview

M.E.M. Construction & Contracting Inc. is a service company that has been in business since 1966, providing services to major oil companies, convenience stores, and Fortune 100 companies. We are looking for a dependable, organized, and detail-oriented individual to assist with our day-to-day office administration, billing, payroll, and accounting responsibilities.

This is a fast-paced position that requires strong computer skills, attention to detail, and the ability to multitask throughout the day. The right person should be comfortable learning and working in multiple software programs and websites at the same time.

Responsibilities

• Prepare accurate and detailed customer invoices using QuickBooks
• Review technician paperwork, work orders, receipts, and supporting documentation for completeness and accuracy
• Prepare detailed invoice descriptions outlining work performed, materials purchased, and equipment used
• Assist with payroll by reviewing and verifying technician hours and resolving discrepancies as needed
• Process subcontractor invoices, bills, and payments
• Communicate with technicians by phone, email, and Microsoft Teams to obtain job details, missing paperwork, receipts, and payroll information
• Enter and maintain accurate customer and vendor information
• Navigate multiple software programs, websites, and online portals throughout the workday
• Manage multiple responsibilities and transition between tasks as priorities change
• Respond to phone calls and emails in a timely and professional manner
• Maintain accurate records and track tasks requiring follow-up
• Work independently and remain productive when information is pending by moving on to other responsibilities and returning to incomplete tasks when the necessary information is received
• Ensure billing and other time-sensitive responsibilities are completed accurately and within required deadlines

Qualifications

• Strong computer proficiency with the ability to quickly learn and navigate multiple software programs, websites, and online portals
• QuickBooks experience strongly preferred
• Experience with Microsoft Office and Microsoft Teams preferred
• Previous experience with invoicing, billing, accounts payable, accounts receivable, payroll, or office administration preferred
• Strong attention to detail and commitment to accuracy
• Excellent organizational and multitasking skills
• Ability to manage frequent interruptions and transition between tasks as priorities change
• Ability to work independently and remain productive without constant direction
• Strong written and verbal communication skills
• Comfortable communicating with technicians, subcontractors, customers, and coworkers by phone and email
• Dependable, organized, and able to complete work in a timely manner

Pay: $20.00 - $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person