CONSTRUCTION ADMINISTRATION:: Office Manager / Project Expeditor

Natalie Spasic

(0)

Starting at

36.5

/hr

About this service

Summary

This service really encompasses your one stop shop for all things administrative in a construction office for a small to medium size business. You may not use all the services listed here, but you will have room to grow into them with someone like myself. I have been in the industry for over 25 years and have worked for general contracters and subcontractors that worked in both residential and commercial construction private and in the public sector, union and non union. This service packs a big punch for the handyman or subcontractor looking to scale his business up, or a small to medium size business looking for that extra support to catch overflow without the need to train someone from the ground up. With this service you can also just pick a couple of core tasks I am responsible for. No hand holding necessary, I know my way around the virtual office.

Process

1) Set up inital consult via my calender

2) Discuss task responsibilities, online tools, salary, benefits, trial & start date

3) Provide a detailed work statement of task responsibilities

4) Set a date to give access to all online tools, needed & access prior to start date

5) Start work on agreed upon date, time and hours

FAQs

Do you work on a W-9 or 1099?
1) I can work on a w-9 for work that’s meets a minimum threshold 20k annually. No 1099. Weekly paid only. Prefrence is hourly pay, preferred is salary. 2) I can also invoice you direct for services that would go under my company name "Office Manager4u" services will be billed upfront per week or per month.
What forms of payment do you accept
Paypal, direct deposit, and all major credit cards. A service charge of 3-5% is added to your balance owed to cover the service charge. My current bank is with Bank of America.
Can you do flexible tasks daily at your own pace as opposed to set hour work?
If you are wanting to assign daily or weekly tasks but not have set hours that I would work, thats fine to. We will discuss approximate hours for me not to exceed a day or per week and turn around times on general tasks you assign.

What's included

Typed Bid Proposals
A Handwritten , emailed or typed proposal/bid that an estimator or project manager might provide. I will type up in Word or create and quote/estimate in your accounting software of your choice and email it to your client with you in CC
Billing/Invoicing
Types of Invoicing: 1) Time and Material work (Itemized invoicing) which includes parts markup % of your choosing. 2) Contract Progress billing where you bill out a portion of work per project, for example 40% on a section of work off an estimate or quote. With provided information I can create the invoice and email it out to you and the client. 3) Change Orders 4) Purchase Orders 5) Credit memos
Accounts Payable
1) Receive sub or vendor invoices by mail or email and create a bill , upload the invoice to your accounting software and create a check by paper and mail it out by post mail. *Stamp or check writing privlages will be needed. 2) Receive sub or vendor invoices by mail or email and create the bill, upload the invoice and que the checks in the print que so you can print the checks and mail out yourself.
Accounts Receivable
1) Match ACH, credit card, or bank transfers direct or through 3rd party payment processors (incoming payments) in your accounting software unless already set to automate match function. I will upload a copy of the check to your accounting software and update any digital project billing log files you have in the cloud or server. 2) Checks can be mailed to a mailbox and payments can be deposited through mobile banking app or a check deposit machine. *Will need to be assigned special permissions to the bank account to make deposits through a check machine.
New Project Insurance Certificates
I receive a signed subcontract or the insurance requirements for that project email them over to the insurance broker so they can issue a COI and send it to the client and save it in the server or cloud project file * Workers Comp/ General Liability/ Auto Insurance Annual Renewals.
Human Resources
1) Email new employee documents (US W4 & I-9) and or handbook out for digital signature or by postal mail. E- Verify optional. Input employee into the accounting software This includes: 1) Handleing formal complaints 2) Employee writeups 3) Unemployment claims 4) Set up of Fringe Benefits including any deductions 5) Conduct surveys 6) Company memos 7) Recruitment and staffing 8) Training and development
Setup Permit Inspections
1) Set up City, County and State 2) Input into calendar, track outcome 3) Reschedule Inspection if needed 4) Update project files server or cloud
Scheduling
1) Scheduling service calls ahead and inputting the information into a CRM, calender or software. 2) Scheduling quote appointments 3) Scheduling Inspections
Email Management
Email management will need to be defined based on the company needs in terms of what tasks and duties that are assigned within that mailbox. 1) Responding to emails / customer engagment 2) Organizing and archving emails 3) Customer service emails 4) Project related emails
Project Management Software + Billing + Lead Services
Able to learn any new software. Here are some I have dabbled in 1) Asana 2) Basecamp 3) Wrike 4) Procore 5) Textura 6) GC pay 7) DodgeMcraw Hill 8) Bidmail 9) ISFT 10) CMD Group/Construct Connect
Construction related administrative tasks
1) Bid rundowns 2) 20 day prelims 3) Prequalifications 4) Requesting plans 5) RFI's 6) Submittlas 7) Small Business / Minority Annual Certifications 8) Closeouts/ O & M Manual and warranty 9) Badging 10) OCIP Enrollment 11) Contractors License Renewal 12) Project Auditing 13) Lien waivers/ Material/ unconditional, conditional an final & payment releases 14) Creating Excel spreadsheets basic formulas 15) Creating various types of templates 16) Vendor and subcontractor management
Social Media Management & Website
1) Maintain all social media channels through Hootsuite and individual 2) Wordpress blog management/ creating blog posts and graphic images
Standard Payroll/Certified Payroll
1) Standard Payroll 2) Certified Payroll/ Public prevailing wage jobs * Hours and wages form and pay applications
Project Schedule
1) Create a project timeline schedule for each project 2) Create Project Status Log * all projects
Manage a team
1) Manage an office/ adhere to deadlines 2) Manage a field team- project coordination