Administrative Professional/Accountant

The Whiting-Turner Contracting Company is an Equal Opportunity Employer, including the disabled and veterans.

The Whiting-Turner Administrative Assistant is the first point of contact for the company and supports the office personnel as both a resource and leader.  Demonstrate skills in management practices, administrative processes, and procedures, including strong leadership, organizational, prioritizing, and problem-solving skills while making it a priority to work harmoniously with individuals while maintaining a commitment of professionalism.  The Administrative Assistant’s core duties, required knowledge, abilities, and skills include the following:

·       Work independently and organize complex clerical tasks

·       Ability to be flexible and adaptable in a variety of situations

·       Meet strict timelines and perform multiple tasks

·       Cost consciousness

·       Welcome all visitors by greeting them, in person or on the phone

·       Communicating in a positive and effective manner with staff, vendors, subcontractors, and visitors

·       Answer phone calls and transfer them appropriately, check the office voicemail and fax inbox

·       Distribute all incoming mail/packages and prepare all outgoing mail

·       Maintain the conference room calendar

·       Ensure that common areas are organized and operational, front desk area, conference rooms, and kitchen area

·       Keep office supplies stocked - taking inventory/ordering supplies, order toner for office printers and send empty toner out to be recycled

·       Maintain various informational lists within the office

·       Various data entry as needed

·       Upload Owner Contracts for the region

·       Manages, schedules, and arranges meetings and travel for office employees

·       Spearheads special projects for the staff within budget by organizing and coordinating information and requirements; planning, arranging, and meeting deadlines

·       Builds and maintains strong internal and external relationships

·       Develops and maintains procedure guidelines for areas of responsibility

·       Manages training and development for team including but not limited to, ensuring compliance with company standards and procedures.

·       Collaborates with regional administrative assistants to increase efficiency, productivity, and time management & cost consciousness 

·       Maintain a high level of confidentiality and commitment of professionalism

·       Communicate clearly and concisely in both written and oral form

·       Misc. INV Processing 

·       QC Sub RFPs/Submissions

·       Sub RFP Coding

·       Owner Invoice Creation  

·       Owner Invoice Bluebeam RFP Process Oversight  

·       Subcontract/Supplement QC & Posting 

·       Insurance Processing 

·       Accounting Reporting 

·       Field Expense Voucher Processing  

·       WT/ Special Insurance  

·       Waiver Compliance  

·       CMiC Data Archiving  

·       PCI/CN Posting  

·       Job Cost Transfers  

·       Adding Cost Codes  

·       Contract Set-up in CMiC 

·       Billing Rate Table adjustment 

·       Contract mapping for owner billing 

·       Payroll  

·       VISA Processing  

·       OCIP & SDI Compliance/Tracking 

·       Surety Compliance 

·       WT Internal Training 

·       Audit Compliance  

·       Project Closeout  

·       Admin/Admin Support Oversight 

·       Field Office Maintenance 

·       WT Onboarding 

·       Field PO Orders/Tracking 

·       Field Trailer Supplies 

·       Daily Report Tracking 

·       Asset Log

·       5+ Years in the administrative/accountanting and office environment

·       Excellent time management skills and the ability to prioritize work

·       Strong organizational skills with attention to detail

·       Communicate clearly and concisely in both written and oral form

·       Maintain a high level of confidentiality and commitment of professionalism

·       Ability to work independently 

·       Knowledge and proficiency in the use of technology (i.e., computers, Microsoft Office Suite, MS Teams, Multi-line phone system, Adobe and/or Bluebeam, General Office Equipment such as copier/scanner, etc.)

·       Experience with supporting Sr. Project Managers and Project Manager is preferred. 

·       Experience with heavy database management. 

·       Experience with logging, tracking, and entering high volume of contracts, invoices, documents in database. 

·       General Accounting knowledge, good communication skills (written/verbal) as he/she will be in constant contact with project managers and subcontractors, highly organized, experience with contracts, billing, comfortable working with various personality types, etc.