Receptionist/Administrative Assistant

About us

McInnis Construction, Inc. is a local owned and operated commercial construction company. Our company has 43 years of experience in the commercial construction industry. We are looking to expand our team due to the growth. We are looking to hire an experienced individual to join our team.

** Responsibilities include but are not limited to the following:

· Most importantly – a positive attitude and friendly disposition.

· Phones & Front Desk – Answering and taking messages. Checking voicemail box and distributing the voicemails to proper person. Making sure the correct person is notified when someone calls for them. Taking care of clients or customers who come to the office. Making sure the conference room is ready and tidy for meetings (paperwork removed from tables, coffee ready, etc.).

· Filing – Creating folders and filing all paperwork. Following proper filing etiquette.

· E-filing – Creating and maintaining e-files in our database. Maintaining the folders as organized and “tidy.”

· Opening the office and making coffee in the kitchen. Please arrive 5 minutes before 8 AM to ensure we are ready by 8 AM. Keep the kitchen tidy during the day in case clients or other people come into the office.

· Sort receipts from superintendents and file them away.

· Mail – Opening and reviewing mail. Date stamping and placing mail in proper inbox.

· FedEx – Creating FedEx labels for shipping needs.

· Errands – Running small errands for the office if needed.

· Tax Exemption/Resale Certificates – Creating tax exempt/resale certificates and issuing to subcontractors when needed.

· Credit Applications – Filling out credit applications to material & rental vendors to establish new credit accounts.

· Lien Waivers – Creating lien waiver when checks are printed. Ensuring subcontractor signs and returns waiver (this can be in person or through DocuSign when needed).

· DocuSign – Sending contracts and other documents.

· Create/issue/manage PO Logs

o Create new PO Log at beginning of job if needed

o Manage PO Log – When invoices come in and have a PO #, it needs to be verified on the PO Log and filled in.

· Print invoices from payapps@mcinnisprojects.com, stamp date received and sort into correct inbox

· Bidding Documents (bids, RFPS, CMAR) – Getting bid bond, reviewing specifications for all required documents that have to be submitted with bid. Filling out and getting required documents signed by principal of company. Scan in and save electronic copy and make hard copies. Create label and envelope.

· Job Close Outs – Contacting subs and getting their warranties, O&M manuals, waivers, and miscellaneous documents together and organized into binders to send to clients at job completion.

· Help with printing and uploading plans

· Maintain “McInnis Project” spread sheet – add new jobs with their address when we contract a new client.

* Rate of pay will also depend on experience and skill.

Job Type: Full-time

Pay: $9.00 - $12.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person