Executive Administrative Assistant

Job Description

Job Description

*Requires in-person office work.

We are seeking an Experienced* Executive Administrative Assistant for Construction Company to join our team!

We are solar EPC and Energy management company serving agriculture, manufacturing and many commercial sectors.

Required Experience:

Quickbooks, Excel, Purchase Orders, Invoicing, Service Calls, Accounts Receivables and Accounts Payables, Shipping, Trade Shows, Customer, Sales and Vendor interactions, 1099, LARA, MTO

Job Duties:

We are a solar energy management company serving agriculture, manufacturing and many commercial sectors.

**Looking for an Administrative Assistant for a construction company

* Perform general office duties, such as filing and answering telephones. including office management

* Prepare bank deposits, bank reconciliation, accounts payable/accounts receivable and client/vendor billing in QuickBooks.

* Daily correspondence, professionally answer phones, follow up on customer payments

* Validate and keep track of vendor activities, negotiate, and process vendor payments

* Knowledge and experience sending 1099s to vendors, filing sales tax with LARA, MTO

* Work with shipping, trade show and event registration, marketing materials and communication to sales reps.

* Work with vendors to collect w9, COI and other pertinent information. Validate their work and invoices to pay.

* QuickBooks bank reconciliation, vendor invoices entry and collection of w9, COI

* Office management

* Work with Insurance agents, audits and government agencies to file paperwork.

*Generate monthly billing for rent or maintenance expenses to tenants.

•Collect funds from tenants and handle deposits and accounts receivable schedule.

•Contact tenants concerning past due balances

*Contact vendors for property management repair issues and such

Reconcile monthly records for bank and credit card transactions.

Manage tenant maintenance issues.

*plan, schedule, and coordinate general maintenance.

•Solicit and analyze bids from contractors for repairs, renovations, and maintenance.

Main receptionist and customer point of contact.

Working with Cargo Transportation company to co-ordinate shipments

Provide bookkeeping (inventory, billing, accounts receivable and accounts payables ) using QuickBooks Pro 2024

Assisting in handling details of Brand marketing events and initiatives, as well as coordinating details for Sales/Product presentations and meetings.

Assist with trade show bookings, car rental bookings and cargo shipping.

Ordering and maintaining a log of marketing materials

Take care of Month end , Quarter End and Year end administrative work

Qualifications:

• Microsoft Office knowledge (primarily Outlook, Word, Excel, Power point & Visio).
• QuickBooks Job Costing, Bank Reconciliation experience is a must.
• Proactive personality and character demonstrating an ability to complete activities.
• Strong verbal, organizational, technical ability, and people skills a MUST.
• Strong organizational logical thinking skills.
• Ability to manage many tasks and to prioritize appropriately.
• Ability to maintain confidentiality and handle all conversations / interactions with the utmost professionalism.
• Previous experience in office administration or other related fields
• Ability to prioritize and multitask
• Excellent written and verbal communication skills
• Strong attention to detail
• Strong organizational skills

Minimum Qualifications:

Education: High School Graduate, College Degree Preferred

Job Type: Full-time

Ecojiva LLC is a dynamic and innovative company dedicated to delivering cutting-edge solutions in Renewable Energy Industry. We thrive on data-driven decision-making and are passionate about enhancing customer experiences through advanced marketing strategies and AI-powered tools.

Company Description

Ecojiva LLC is a dynamic and innovative company dedicated to delivering cutting-edge solutions in Renewable Energy Industry. We thrive on data-driven decision-making and are passionate about enhancing customer experiences through advanced marketing strategies and AI-powered tools.