Position Summary:
Provides administrative support to the Phoenix operations Team and facilitates the coordination for multiple construction and accounts projects.
Duties and Responsibilities:
Project Coordination/Accounting
• Manages electronic project documents: contracts, change orders, invoices, insurance certificates, reports, email communications, O&M manuals, records/test reports, and as-built drawings, etc. and distributes documents to appropriate team members
• Data entry of purchase orders and subcontracts into project management software
• Assist with document control activities: updates drawing sets with changes, submittals, etc.
• Utilizes online contract documentation systems (Autodesk ACC, Procore, etc.)
• Electronic set up of new projects
• Assist with documenting and tracking potential change orders/RFIs; documents approved change orders; files electronically and distributes to appropriate team members
• Assures all documentation requested is received from subcontractors/suppliers for each ongoing project assigned; compiles electronic close-out documents and prepares turnover packages
• Provides clerical/administrative support for project/account managers and administrative peers as requested
• Collaborate with project/account managers and process customer invoices and project billings
• Perform review of outstanding A/R balances and follow-up on past dues as necessary
• Reconcile discrepancies by checking sources of disagreement, communicating with those involved, and recognizing the effect on other accounts; prepares correction documents as required
• Prepare and send customer accounts statements
• Creates and maintains various Excel spreadsheets for tracking, reconciling, and reporting of financial data
• Implements and maintains acceptable accounting practices as required by Company policy and procedures, generally accepted accounting principles, and as affected by local conditions
• Other duties as assigned
General Office Management Responsibilities
• Oversee the daily operations of the regional office to ensure functionality and efficiency.
• Manage office supplies and place orders when necessary.
• Organize and coordinate meetings, travel arrangements, and other administrative tasks.
• Assist in the onboarding of new staff, including managing employee documentation.
• Serve as the point of contact for facility management issues and liaise with vendors as needed.
• Ensure adherence to office policies and procedures, and support HR in policy communication.
• Manage office budget and expenses, working closely with the accounting team.
Preferred Knowledge, Experience and Skills Requirements:
• 2+ years of experience in the commercial/industrial construction industry
• 1+ years of working with project management tools (preferred experience with BidTracer, Viewpoint, Bluebeam)
• Ability to handle multiple projects and support multiple project managers with minimum supervision
• Exceptional skills in time management, organization and attention to detail
• Must have strong skills in MS Office
• Must have good written and oral communication skills
• Ability to work well with all levels of management and staff including outside clients, vendors and subcontractors
• Sensitivity to confidential information
About Tweet/Garot
Tweet/Garot Mechanical, Inc. is a mechanical contracting company with offices in De Pere, Wrightstown, Wisconsin Rapids, Tomahawk, and Altoona, Wisconsin and Tempe, Arizona. Tweet/Garot has been in business since 1897. Our business consists of design, engineering, fabrication, and installation of plumbing, heating, air conditioning systems, and process and boiler piping, as well as building automation services. We also design, manufacture, and install food processing equipment. We service what we install by providing our customers with a full range of HVAC and plumbing service and maintenance.
Our Culture
We know our success is our people! We want you to love what you do, at Tweet/Garot our employees matter. Joining our team is your opportunity to be your personal best.
Excellent Benefits
We offer employees meaningful benefits including health insurance plans, 401(k), company-sponsored life insurance, a generous paid-time-off package, on-the-job training, and opportunities to grow and develop.
TWEET/GAROT MECHANICAL, INC. IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER