Beckner Contracting & Management, Inc.

Executive Assistant/Administrator reporting to Owner/President
An opportunity with mutual growth and enrichment

Please submit a resumé and a cover letter highlighting your most applicable qualifications.

WORKING HOURS

• Working together in Person at BCM Office: Two mutually agreed upon 4 hour periods a week.
• Virtually working together: At least two 2 hour periods a week, at mutually agreed upon times.
• Independent work remotely: At least 8 hrs. a week at mutually agreed upon times.

WORK CIRCUMSTANCES
Maintain a productive work space with appropriate technology at home or other location to have available when scheduled work in the BCM office is not practical, and for independent, and virtual working sessions.

Continually Implement the Following Attributes:

• Self direction and resourceful problem solving
• Assist in creating practical and efficient systems to achieve agreed upon goals
• Team Building
• Maintain a service oriented approach, and a willingness to adjust your focus to unexpected urgent tasks as they arise

SKILL DEVELOPMENT
1. Present and Perfect sales phone and email correspondences per scripts provided
2. Suggest implementing technological solutions as opportunities arise: especially with Excel, Google Sheets, Google Drive, T Sheets, TO DO Lists, etc.
3. Assist with developing systems for solving administrative problems, and with their implementation
4. Apply organizational skills and suggest process changes, and new processes
5. Maintain the reasonable degree of detail and precision-of-work that is requested

DEVELOP EXPERIENCE & KNOWLEDGE IN ORDER TO CREATE PROCEDURE DOCUMENTATION FOR:

• Office Management
• Administration
• Support Staff
• General Construction industry standards
• Construction office procedures

AREAS OF RESPONSIBILITY

VIRTUAL or IN OFFICE
New Project Estimating:

• Entering values in new project spreadsheet dictated by President virtually or in person.
• Transcribe descriptions of items on new project spreadsheet to Scope Notes template.

Project Lead Tracking and Sales:

• Monitor sales lead interactions and update Lead Tracking spreadsheet.
• Correspond with and send Questionnaire and Process Milestones to potential clients.

Proposal and Agreement:

• Prepare Project Agreement from Templates (Overall Agreement, Scope of Work, Terms and Conditions, attachments, etc.).
• Prepare client Payment Schedule, based on anticipated completion of Construction Schedule..
• Create PDF of agreement, attach to DocuSign app, and monitor execution by BCM and client.

Request info for and Produce Change Orders, with specifics provided by the President as needed.

Interface with bookkeeper:

• Assist President w/ Job Costing by monitoring actual % progress completion vs schedule and estimated cost. Assist with completing Job Cost spreadsheet from Bookkeeper.
• Confirm with the president the project % complete in order to be able to invoice appropriately.
• Produce Invoices, obtain approval, and forward to clients
• Coordinate with bookkeeper re hard copy checks that must be written and mailed.
• Compose and transmit Change Order documents as needed.

Assist with achieving President’s email responsiveness.

Be responsible for landline phone messages.

Assist with monitoring and managing President’s communications and calendar.

IN OFFICE (Approximately 8 hrs. per week, in two sessions)
Duplicating and Collating:
- Agreement documents as necessary.
- Leave Behind Packets – BCM docs, info, and referrals, to leave with each potential client.
- New Employee Packets – applications, tax forms, Code of Honor, etc.
- Specific Project Agreement Scope and Schedules to post on site for field personnel.
- Miscellaneous Documents to maintain, update, etc.:

• BCM Process Milestones, contract abstract, interview topics, project intake info, Insurance certificates, W4, timecards, checklists, etc.
• Update Current Projects list with contact info for field crew members.

Hard Copy Project Folders:
- Create and Maintain by filling receipts after scanning them to bookkeeper
- Create Field hard copy of project folders:

• Print labels for file tabs.
• Maintenance: filing project documents in project files, when files are in office during office hours.

- Digital project folders:

• Scan documents for inclusion as time permits.
• Scan transaction receipts and forward to bookkeeper weekly.

Summarize timecard coding by Project and division of work, and forward to the bookkeeper for payroll.

MISC:
Outside skill development training opportunities as desired, and with the approval of the President

Job Type: Part-time

Salary: $25.00 - $30.00 per hour

Ability to commute/relocate:

Job Type: Part-time

Pay: $25.00 - $30.00 per hour

Schedule:

• 4 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Walnut Creek, CA 94598: Reliably commute or planning to relocate before starting work (Required)

Experience:

• office administration: 3 years (Required)

Work Location: Hybrid remote in Walnut Creek, CA 94598

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