Virtual Assistant communicating with clients and suppliers, Lahore
Job Posted: 02.12.2021 22:40:31
Responsibilities • Manage electronic and paper files: Accounts payable, timesheets, job files, employee files • Manage Accounts: track deposit, create reports for transfers and keep ledger up to date and accurate and generate weekly reports. • Manage office budget, ensure accurate and timely reporting • Conduct weekly payroll processing • Conduct billing activities • Accounts Receivable: • Prepare and send invoices • Ensure that all items are invoiced and paid on time • Conducts collections activities on past due accounts • Accounts Payable: • Process and enter invoices in Quick Books • Manage the work order process: creating, uploading, approvals, billing • Assist in the onboarding process for new hires • Maintain personnel files • Oversee new hire orientations and ensure safety training is completed • Schedule meetings and appointments, create job files and work orders, maintain job files electronically, schedule travel arrangements • Log and organize employee’s equipment • Schedule meetings and appointments • Plan in-house or off-site activities, like parties, celebrations and conferences • Replying to emails Identify and resolve issues and conflicts within the project team • Manage required files for jobs: ensure all files are up to date and accurate from job setup, through warranty processing, and job closeout • Keep filing/document management system • Follow up with subcontractors to ensure jobs are completed on time • Following up on Insurance claims Maintain office files and documents. • Coordinate with vendors and sub-contractors • Assist with submitting work orders and scheduling • Keep Certificates of Insurance up to date and in the file • Organize office operations and procedures • Data Entry • Assist with mailings, ordering and maintaining supplies, equipment, paying bills, running errands • Sorting and distributing paperwork, insurance forms, and permits • Handles all insurance needs including getting quotes, keep accurate records. • Completes new subcontractor required document • Maximizes ROI by providing data and brainstorming solutions for improvements • Completes profit analysis for each project and submit in a weekly report • Works on special projects as assigned Skills • Proven experience as an Office manager (Ideally 3+ years) -Roofing or Construction experience (Preferred) • Proven experience in Human Resources and payroll (Ideally 3+ years) • Knowledge of office administrator responsibilities, systems and procedures and bookkeeping experience • Proficiency in Quick Books, MS Excel, MS Outlook, MS Word required. • Highly organized with acute attention to detail Excellent time management • Strong organizational and planning skills in a fast-paced environment • Must have the ability to be clear and precise when communicating • A creative mind with an ability to suggest improvements • Self-starter who can work independently. • Strong work ethic and team leadership skills • Cheerful presence and people skills • Must be cooperative, organized, and systematic in work with an attention for details and high degree of confidentiality
