IT Asset Management Administrator jobs in Ann Arbor, MI

Administrator Job Description

A majority of the administrator’s role is to communicate openly with clients and Wright’s leadership regarding project set up and payment. The administrator also plays a key role in finance management for Wright’s in terms of running payroll, updating project cost logs, and organizing/responding to miscellaneous bills. As an administrator, the main goal is to ensure smooth office operations that allow field workers to deliver the highest quality work to our clients.

Administrator Responsibilities

Buildertrend

• Fully understand the workings of Buildertrend
• Schedule all quotes for the CEO off of Buildertrend
• Do at least 1 learning academy a week to find new features that can help us
• Run the email list
• Ensure connections for hours and expenses are accurately going between Quickbooks and Buildertrend

Run payroll

• Running payroll on Quickbooks. Includes approving time, adding bonuses or deductions, and scheduling payroll to make sure it is on time for the crew.
• Run report for CEO approval

Categorizing Transactions

• Categorizing transactions on Quickbooks into the right project and category to ensure our numbers are always up to date and accurate.

End of year accruals

• Doing the accruals for our finances on Quickbooks for the year end every month.

Receipt and File Management

• Properly managing and filing both receipts and other documentation that comes through the office. Filing receipts in their correct category. Ensuring anything important is communicated to the CEO.
• Ensuring all proposals, contracts, change orders, etc. are both online in drive and printed with paper copies

Mail

• Opening, handling, and filing mail. Bank statements need to be filed properly, while invoices need to be communicated to the CEO and dealt with after discussion. Ensuring the office is on the same page as the construction side with mail.

Office Management

• Ensuring the office is clean, orderly, organized, and a comfortable space for people to be in.
• Purchasing snacks and drinks as needed for staff.

Invoicing/Job Paperwork/Deposits

• Sending invoices as needed if an invoice is to be sent online.
• Creating change orders as needed for a crew’s project.
• Handling the signing of contracts and deposit collection after a proposal is accepted.

Client Communication

• Communicating with a client if their job timeline is moved.
• Communicating with a client for deposits, contract signing, etc.
• Answering any administrative questions a client may have about how our company takes care of payments, how we accept money, etc.
• Answering phone calls and emails.
• Directing clients to either Connor or the proper Foreman they're trying to reach.

Email Management

• Operating the company email account. Responding to clients and suppliers in situations when it is about administrative things. If it is for someone else, communicating with them and ensuring things are handled.
• Operating your work email account and making sure that situations are handled properly and communicated with the CEO.

Site Management

• Setting inspections – Ensure the inspection is the correct one for the timeline of the project. Communicate with the site Foreman to figure out what the inspection is for and for what date works best.
• Scheduling miscellaneous – Ensuring items like porta-potties, dumpsters, etc are on site as requested by the Foremen.
• Filling out building permits – Communicating with CEO, Foreman, and client to obtain necessary permit paperwork and submit (electronically or in-person) with ample time prior to project start date.

Website Management

• Updating the website consistently to ensure that photos are added, crews are updated, etc. Keeping everything professional and interesting.

Human Resources

• Keeping the employee handbook updated.
• Scheduling and communicating 1 on 1 meetings with employees and the Operator.
• Updating payroll as raises/pay cuts are made.
• Answering any questions employees may have about their pay status, direct deposit, Quickbooks, etc.

Operator’s Assistant

• Fulfilling the CEO’s requests for any in office/field needs.
• Scheduling the CEO’s meetings as needed.
• Scheduling quotes for the CEO.
• Communicating about anything important to the CEO and overall company health.

Staff Scheduling

• Scheduling crew member’s vacations, appointments, time off.

Project Profit Reports

• Scheduling a meeting with the foreman on the project to discuss labor spend, material spend, etc to then calculate the profit margin of the job after it is completed.

Job Skills and Qualifications

Required

• Excellent organizational, oral, and written skills.
• Commitment to help Wright’s grow and improve.
• Flexibility to respond to urgent tasks as needed.
• Attention to detail in creating and filling out important documents.

Preferred

• Experience with Buildertrend and Quickbooks.
• Basic knowledge of building and construction codes.

Thank you for your interest in this position.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental pay types:

• Bonus opportunities

Work Location: In person