Office Specialist

Essential Functions

• Answering and directing incoming phone calls to the appropriate personnel or departments.
• Setup jobs in TCR system and electronically dispatch related tickets to field technicians to perform daily rental set-ups, traffic closures, and flagging operations.
• Add and manage Customer Pricelists in TCR.
• Reviewing and processing work tickets daily to ensure timely and accurate documentation.
• Handling police detail requests from Dispatch and payments in a timely manner.
• Ensuring all Viewpoint job numbers are entered timely, so they do not hinder payroll processing, making sure payroll is completed, and submitted on time each week.
• Daily, Weekly or Monthly invoicing of daily rentals lane closures and flagging operations.
• Entering data/invoicing into customer portals as required for accurate tracking and reporting.
• Scanning of customer checks using banking software including recording the related deposits using the Vista system.
• Processing Accounts Receivable (A/R) by overseeing invoicing, monitoring overdue accounts, and following up on outstanding payments.
• Processing Accounts Payable (A/P) by reviewing, coding, and processing vendor invoices to ensure timely payments.
• Reconciling accounts regularly to ensure accuracy and resolve discrepancies in A/R and A/P.
• Addressing and resolving billing-related inquiries or issues from clients or vendors.

Supportive Duties

• Managing the company’s cell phone inventory, including setting up and activating phones for new hires, and troubleshooting issues by coordinating with the designated contact for phones and apps.
• Serving as a backup to the Onboarder by assisting with tasks related to New Hire Orientation.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 3-5 years of administrative experience required; construction industry experience is a plus.
• Strong verbal, written and interpersonal skills.
• Attention to detail to ensure invoices are error-free and payments are applied correctly.
• Proficiency in using billing software and accounting systems is essential for processing invoices, payments, and reconciling accounts accurately.
• Strong numerical skills and the ability to analyze financial data are necessary to identify discrepancies, resolve billing issues, and provide accurate reports.
• Able to work in a fast-paced construction office environment.
• Able to organize and prioritize workload to meet deadlines.
• Proficient in MS Outlook, Excel and Word as well as skilled use of office equipment.
• Knowledge of Vista and TCR software a plus.