Job Description

  • The Construction AR & Contracts Administrator would report to the Controller regarding day-to-day duties and all tasks and responsibilities.
  • The Construction AR & Contracts Administrator would report to the Controller to request time-off or to call-out for the day.

Accounts Receivable Duties:

  • Back-up Answer Telephones
  • Processing Customer Contracts
  • Process Certificate of Insurance Requests
  • Process Business License applications and payments
  • Maintain Sales Log and Issue job numbers
  • Update Excel Job Log and generate backlog reports
  • Enter all new jobs and change orders into QuickBooks
  • Draft Long & Short Form Subcontractor Subcontracts
  • Update and review contract tracking spreadsheet
  • All Customer Billing
  • Maintain Customer Job Folders in neat and orderly manner.
  • File job folder items
  • Projected Billings Report
  • Verify Billings with Job Board Daily
  • Process customer and vendor releases
  • Monitors All A/R Account Status’ – Reporting any problematic areas to Supervisor
  • Makes routine account receivable calls / emails on all accounts
  • Create Expected Payments spreadsheet based off of A/R calls
  • Draft and process Payment Demand and/or Intent to Lien letters
  • Assist in drafting/filing mechanics liens
  • Update and review Lien Tracking spreadsheet
  • Processes incoming Customer Payments & Bank Deposits
  • Log Customer Payments on Job Folders & File Check Copy
  • Weekly Cash Flow Updates
  • Project Close Outs
  • Research, Verify & File Mechanic Liens

Pay Roll Responsibilities:

  • Monitor past due Medical Deductions
  • Weekly Payroll Processing
  • Prevailing wage spreadsheet
  • Creating and proofing paychecks
  • Vacation checks/requests processing
  • Prepare Certified Payroll Reports
  • Weekly Payroll Fund Transfers, Payroll Tax Payments, and 401k
  • Payments
  • Prepare Labor Reports & Process Payments as Required for Prevailing
  • Wage Jobs
  • Verify Job Costs each Monday on previous week’s customer payments for
  • Commission Reports
  • Assist in process New Wage Garnishment Paperwork and Enter into
  • QuickBooks
  • Pay all Payroll Liabilities Monthly (Garnishments/Workers
  • Comp/AFLAC)
  • Cross train and back-up other office positions

Requirements

  • Willingness to perform job duties as described in a timely, professional and safe manner.
  • Physical ability to lift files, paper or boxes up to 20 lbs.
  • Physical ability to sit for and stand for extended periods of time
  • Ability to quickly adapt to changing tasks in the office environment
  • Ability to write and compose emails with proper grammar and punctuation
  • Ability to calculate figures and quantities accurately
  • Availability to work Monday through Friday
  • Consistent and reliable attendance and punctuality
  • When the company is busy and needs cannot be met during regular working hours, employee may be scheduled to work overtime hours. When possible, advance notification of these mandatory assignments will be provided.

** All overtime work must receive the supervisor’s prior authorization **

Caliber Paving Company, Inc. is an equal opportunity employer and does not discriminate against any employee or applicant for employment on the basis of race, color, ancestry, national origin, religion, creed, age (over 40), disability, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status.