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Administrative Assistant

Jacksonville, FL 32258

Posted: 02/26/24 Employment Type: Temp To Full-Time Industry: General Office Job Number: 129395 Pay Rate: $18 / hour

Job Description

Admin Assistant needed for the Cost Dept of a growing company on the Southside

The Cost Department Administrative Assistant facilitates the
efficient operation of the Cost Department by performing a variety of clerical and administrative tasks that may include but are not limited to the following:

  1. Setup and maintenance of cost department job folders – duties to include but are not limited to: recycling old job files and sending them off to archives, filing, and initial setup of new jobs.

  2. Separate and file various incoming documents into purchasing job files.

  3. Assisting the Account manager with various tasks, duties to include but are not limited to: system maintenance, PO distribution, processing change orders, scanning, and distributing incoming mail.

  4. Inputting all VPOs into the Company adopted System and ensure all VPOs are processed weekly.

  5. Ensure all invoices received by cut off and ready for approval for payment.

  6. Assist in maintaining vendor list and mailing list; perform mass mail-outs.

  7. Assist in compiling start packages prior to release to permitting department.

  8. Research past due POs, VPOs, or change orders regarding past due accounts.

  9. Maintain vendor list, mailing labels and bid files from response monthly.

  10. Assist in lien release processing and vendor insurance tracking.

  11. Assist in completing Cost Department filing on a daily and/or weekly basis as needed.

  12. Input and manage all change orders during the construction process.

  13. Research accounting discrepancies.

  14. Check cost of Purchase Orders (POs) versus Customer Option Forms (COFs) to insure profitability; report discrepancies to the Cost Department Manager

  15. Make sure all to be determined POs are decided during the construction process by periodically following up with the Builders.

  16. Make sure all cutoff invoices are processed and placed in the Builders’ folders each week.

  17. Work with Design Department on all change orders and ensure they are keeping over runs of cost on specs to a minimum.

  18. Assist in maintaining and running all closing reports per management deadline



  1. High School Diploma or equivalent.

  2. Three to five years of experience in an administrative role

  3. Proficient in Microsoft Office Suite or related software

Meet Your Recruiter

Suzanne Turcotte
Sr. Branch Manager

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