Office Assistant

This position has been filled as of February 2024.

The Office Assistant's core job is to create a pleasant and professional “front door” for our clients and business partners. This position acts to support and facilitate APM’s primary business functions, including our financial, sales, and project management teams.

‍This position is flexible in terms of at-home/in-office requirements with 2-3 days in office and 2-3 days working from home.

The Office Assistant is part of the Business Administration team for APM Paving; they report directly to the Business Administrator.

General Office

• Receptionist
• Answer Phone
• Route/Transfer Calls
• Take Messages

Company Administration

• Maintain insurance documentation for subcontractors & customers.
• Maintain W-9 documentation for subcontractors & customers.
• Maintain subcontractor agreements/contracts
• Process new employee documentation

Accounts Payable

• Process bills
• Match invoice to picking tickets
• Enter into Sage Accounting
• Scan Payables & load into Google Drive for Review

Contract & Project Administration

• Enter new projects into computer system.
• Update project details as needed into computer system
• Deliver proposal via mail, email, fax
• Assist salesperson in producing proposal presentations (maps, proposals, support material)
• Assist in the preparation and processing of Project Contracts, Change Order(s) and Supplemental Agreements(s) as well as Subcontractor Agreements.

Project Scheduling & Tracking

• Assist in contacting and updating customers on schedule dates and changes.
• Assist in updating and maintaining: schedule, job site maps, and work orders

• Additional duties as assigned in coordination with the Operations Manager, Business Manager, and Senior Management.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Be organized - You will be working with a great deal of data in this position, keeping everything organized is imperative to success.
• Be thorough and accurate - In this position, these traits are vital. Mathematical mistakes and oversights will cost real money as it relates to our business operations.
• Be an effective communicator - Clear and concise communication is vital to this role. This applies to dealing with the crew, the office, suppliers, subs, and the customer.
• Be a planner - You need to be able to complete essential processes with timeliness and accuracy. Many of the tasks you will complete are repetitive on a daily, weekly and monthly basis and consistency is paramount.
• Be flexible - The only thing that stays the same is that things will always change. You need to be adaptable and have the ability to manage conflicting priorities.
• Be a problem solver - You need to be able to assess issues as they arise and come to the table with viable solutions that keep the process moving forward.
• Be ethical - APM Paving has been built on a strong foundation of business ethics. In everything you do, always ask yourself - what is the right thing to do?

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The Office Assistant should feel at ease speaking with customers and have a pleasant demeanor on the phone. This person should be proficient in general computer software usage, including: email, word processing and spreadsheets (we use Google Suite). Specific knowledge of our CRM and accounting software (Hubspot, OneCrew, and Sage) is not necessary; however, you will be expected to master the required functions within these programs with training and experience.

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