Bilingual Construction Administrative Assistant

Responsibilities

• Provide administrative assistance across various departments, including Estimating, Project Management, and Payroll.
• Answer and route incoming calls professionally and courteously.
• Affiliate with filing, data entry, and general office tasks.
• Manage office organization to ensure a clean, modern, and functional workspace.
• Accounts Payable & Invoice Management:
• Scan, sort, and route invoices for approval.
• Verify the accuracy of invoices by cross-referencing shipper tickets and purchase orders.
• Enter invoices into Foundation Software for timely processing.
• Gather and organize releases, certified payrolls, and other required documentation from subcontractors and vendors.
• Reconcile vendor statements and ensure proper lien releases are on file.
• Financial Recordkeeping:
• Prepare invoices for payment and negotiate credits as needed.
• Track and locate invoice backups and maintain return receipts for payments.
• Data Entry & Reporting:
• Perform data entry and ensure the accuracy of credit card transaction records.
• Collaborate on process improvements to streamline administrative workflows.
• Customer Service:
• Act as the first point of contact for clients, vendors, and visitors.
• Uphold a high standard of etiquette and professionalism in all interactions.

Requirements

• Minimum 2 years of experience in accounts payable within the construction industry (preferred).
• Proficiency in Microsoft Office Suite.
• Familiarity with Foundation Software or other accounting software (preferred).
• General understanding of prevailing wage and public works projects (preferred).
• Strong communication and problem-solving skills.
• Bilingual in Spanish (required).
• Ability to work collaboratively as part of a team.
• Detail-oriented with excellent organizational skills.
• Adaptable and eager to learn new processes.
• Positive attitude and ability to work under pressure.

Qualifications

• High school diploma or equivalent (required).
• College degree in Accounting or a related field (preferred).

Benefits

• Health & Wellness: 100% Health and Dental Insurance coverage.
• Financial Perks: 401(k) Profit Sharing Plan.
• Work-Life Balance: Paid Time Off, Vacation Pay, and Sick Days.
• Unique Perks: Discretionary Bonuses.
• Modern and clean work environment.

Schedule

Full-time, Monday to Friday (8-hour shift). Occasional overtime may be required based on workload.

Work Location

Chino, CA