Administrative Assistant

Key Responsibilities: 

License and Insurance Management: 

• Maintain all business licenses and current insurance information for ongoing contracts and various jurisdictions. 

• Obtain new business licenses when needed. 

• Generate new insurance certificates when needed. 

Housing and Community Development (HCD) Program Management: 

• Certify new inspectors and coordinate inspections. 

• Handle accurate record maintenance for work with the state agency. 

New Hire Assistance: 

• Assist new hires with personal protective equipment (PPE), and system setup Ipad, surface pro, etc. 

Employee Time Management: 

• Enter work hours and process time card corrections for over 50 employees. 

Invoice Processing: 

• Process invoices for independent contractors and sub consultants. 

• Process invoices for vendors. 

Contract and Vendor Documentation: 

• Gather all necessary documentation to set up new contracts and vendors. 

Administrative Support: 

• Answer the phones and check the mail. 

• Scan email checks to appropriate parties then mail checks for 3rd party project that are sent to the office to the lock box. 

• Maintain supplies through Staples and order business cards for employees. 

• Maintain shipping supplies and create FedEx labels when needed.