AMVETS Jobs

**NO FEE AGENCY

The Cost Department Administrative Assistant facilitates the efficient operation of the Cost Department by performing a variety of clerical and administrative tasks that may include but are not limited to the following:**

• Setup and maintenance of cost department job folders - duties to include but are not limited to: recycling old job files and sending them off to archives, filing, and initial setup of new jobs.
• Separate and file various incoming documents into purchasing job files.
• Assisting the Account manager with various tasks, duties to include but are not limited to: system maintenance, PO distribution, processing change orders, scanning, and distributing incoming mail.
• Inputting all VPOs into the Company adopted System and ensure all VPOs are processed weekly.
• Ensure all invoices received by cut off and ready for builder to approve for payment.
• Assist in maintaining vendor list and mailing list; perform mass mail-outs.
• Assist in compiling builder start packages prior to release to permitting department.
• Research past due POs, VPOs, or change orders regarding past due accounts.
• Maintain vendor list, mailing labels and bid files from Builder's response monthly.
• Assist in lien release processing and vendor insurance tracking.
• Assist in completing Cost Department filing on a daily and/or weekly basis as needed.
• Input and manage all change orders during the construction process.
• Research accounting discrepancies.
• Check cost of Purchase Orders (POs) versus Customer Option Forms (COFs) to insure profitability; report discrepancies to the Cost Department Manager
• Make sure all to be determined POs are decided during the construction process by periodically following up with the Builders.
• Make sure all cutoff invoices are processed and placed in the Builders' folders each week.
• Work with Design Department on all change orders and ensure they are keeping over runs of cost on specs to a minimum.
• Assist in maintaining and running all closing reports per management deadlines.

POSITION REQUIREMENTS (Experience, Licenses or Certifications required)

• High School Diploma or equivalent.
• Three to five years of experience in an administrative role
• Proficient in Microsoft Office Suite or related software