Administrative Assistant

Responsibilities:

  • Assist General Manager with production and processing of invoices and change orders

  • Collect and file insurance certifications

  • Issue and coordinate signature of lien releases

  • Management of Invoices and Checks

  • Vendor onboarding including collecting W-9’s

  • Track account receivable and route payment disputes to General Manager

  • Issue checks for General Manager or General Contractor signature

  • Process Labor time sheets

  • Coordinate Repair and Maintenance monthly billing

  • General Coordination (with other parties in the company):

  • Coordination of meetings and conference calls with General Contractor, General Manager, Clients, and Subcontractors

  • Coordinate site access for General Contractor, Clients, and Subcontractors

  • Perform receipt reconciliation with vendors

  • General Clerical duties such as filing, photocopying, scanning, and emailing

  • Coordinate of payment for General Contractor/General Manager and subcontractors or material providers.

Qualifications, Attributes & Skills:

  • Highly organized individual who is also a self-starter, we are a construction start up with a small team!

  • 3+ years of experience focused on supporting construction teams.

  • A good level of problem-solving skills and ability to organize daily workflow priorities

  • Thrive in meeting deadlines in a fast-paced changing environment

  • Must be able to multi-task, manage complex schedules, and deal with a variety of people.

  • Proficiency in Microsoft Suite products (Word, Excel, PowerPoint, Teams, and Microsoft Projects)

  • Ability to write, edit, and proofread construction related documents or written requests.

  • Monitor budgets and construction timelines for several different projects at the same time.

  • Maintain and manage calendars for General Contractor within its relationships to Sub Contractors.

  • Occasional local travel required (must have reliable transportation and clean driving record).

  • Must be able to deal with time sensitive/stressful situations.

  • Trustworthy. Demonstrated ability to work with confidential information.

Job Type: Full-time

Benefits:

  • Health insurance

  • Paid time off

Schedule:

  • 8 hour shift

Ability to commute/relocate:

  • Los Angeles, CA: Reliably commute or planning to relocate before starting work (Required)

Work Location: Hybrid

It is strictly against Van + Partners policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Van + Partners will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Van + Partners personal e-mail accounts, are considered property of Van + Partners and are not subject to payment of agency fees. In order to be an authorized Recruitment Agency/Search Firm for Van + Partners, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.