Office Manager - Administrative Assistant

Irex is committed to exceeding expectations with an unwavering philosophy that quality, productivity, and safety are inseparable components to any job well done. Our experience helps protect our customers' investments and personnel.

Irex is currently seeking an Administrative Assistant / Office Manager. This position is essential to the success of our branch operations.

The following are some of the essential duties of an Administrative Assistant / Office Manager:

• Maintain files both hard copies and electronic
• Cross train with other admin (Specifically Payroll Function)
• Obtain Massachusetts Notary Public
• Review open contracts reports and work with Account Managers to ensure contracts are invoiced and regularly updated.
• Prepare monthly billings with the assistance of Account Managers.
• Enter project set-up information into Company’s’ Engineering Procurement & Construction (EPC) system.
• Enter billings into Company’s EPC and mail invoices to the customer.
• Close completed projects.
• Oversee all necessary notifications for regulated projects.
• Assist with the preparation of proposals, quotations and miscellaneous correspondence.
• Work with Account Managers in the preparation of correspondence to the customer documenting changes and impacts.
• Assist with the preparation and mailing of pre-qualification package.
• Ensure subcontractor agreements are completed and proof of insurance obtained.
• Manage accounts receivables, make collection calls and assist the corporate credit department in collecting receivables.
• Assist the Account Manager with customer relations as needed.
• Send out all correspondence as required on a timely basis.
• Other duties as assigned.

Education, Training and Experience

• High School Diploma or equivalent
• Basic experience with Microsoft Word and advanced Excel skills
• Office management experience required, preferably in construction industry
• Strong organizational, verbal and written communication skills
• Exhibit a spirit of cooperation & teamwork
• Enthusiasm and strong work ethic
• Ability to work independently
• Ability to multi-task, work under pressure and meet deadlines
• Keen attention to detail
• Ability to maintain confidential information is required
• We are an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit and business need.

REQUIRED QUALIFICATIONS

• A combination of at least 3 years’ construction administrative support plus a high school diploma
• Minimum of 3 years’ experience conducting accounts receivable, accounts payable, and payroll procedures
• High proficiency with Microsoft Office Suite of products such as Word and Excel
• Experience with accounting, payroll, and time keeping systems

PREFERRED QUALIFICATIONS

• Associates or Bachelor’s Degree
• Basic knowledge of construction industry and related project billing practices
• Exhibit a spirit of cooperation & teamwork
• Enthusiasm and strong work ethic
• Ability to multi-task, work under pressure and meet deadlines required
• Strong organizational, verbal and written communication skills

Our team members have a competitive compensation package including a base pay along with the following company benefits:

• Medical and Dental
• Short and Long Term Disability
• 401(k) Retirement Plan
• Educational Assistance
• Vacation/Paid Time Off