Project Assistant at MAREK

Job Summary 

MAREK is currently seeking a Project Assistant to join the team!

The Project Assistant provides administrative support to the project management team, from clerical and compliance responsibilities all the way to schedules of value and job cost accounting. This position will prepare, submit and communicate with customers regarding invoices in a timely manner. He/she will maintain all job site files and work with the Project Managers to ensure that the invoices are managed and completed in a timely manner. 

Job Responsibilities

• Prepare, organize, and manage all electronic project site location files, file correspondence and other related records.     

• Compile and prepare various reports, such as billing reports, pay applications, subcontracts, and change orders. 

• Assist Project Managers with subcontractors and vendors to include preparing project management reviews, approval, and preparation of proposal logs to return to customer. 

• Enter, track, and update project budgets through project site completion. 

• Create and maintain incoming work order and change order logs.

• Review and submit customer invoices in a timely manner, along with answering customer questions ensuring effective resolution with invoice statements. 

• Communicate with project management team on change orders, work orders, labor and material tracking for system log updates. 

• Create, review, and track customer billing spreadsheets to manage account balances and discover any outstanding debts or other inconsistencies. 

• Work with Credit Department to ensure customer invoices are processed and paid in a timely manner. 

• Work with system related issues that might occur due to missing or invalid phase codes.

Job Requirements

Education

• High school diploma/GED with equivalent work experience.
• 2+ years of experience in project accounting or billing role. 

Experience

• 2 years of related accounting or billing experience.
• Knowledge of standard billing concepts, practices, and procedures. 
• Demonstrated experience with excel formulas, calculations, and spreadsheet management. 
• Proven customer service skills.
• Exposure to various accounting systems (Oracle, SAP, JD Edwards, etc.)

Skills

• Knowledge of the construction industry preferred.
• Excellent verbal and written communication skills.
• Ability to collaborate with all levels of management.
• Strong relationship building skills.
• Strong numerical and reasoning skills. 
• Ability to multi-task.
• Proficiency with Microsoft Office products; specifically, Outlook, Word, and Excel. 

Direct reports

This position has no direct reports. 

*We are an Equal Opportunity Employer*