CORE Environmental Consultants is a full service engineering and environmental consulting firm located in Buffalo and College Point, specializing in civil and environmental engineering, environmental compliance and hazardous waste management has an immediate opening for a part time office administrative position in the College Point Office.
This opportunity is for an hourly part time, position.
Expected 25-30 hours per week.
May be converted to full time if marketing and business development duties are added.
Part time benefits available.
This individual will interact with various internal and external groups to maintain all vendor accounts including subcontractors, laboratory services, employee timesheets and work logs.
This employee will participate in completing invoices using excel and Deltek accounting software (Ajera) for private and public clients, multiple authorities of NYS and the NYC area, from the Buffalo office including all necessary paperwork and documentation.
Additionally, this employee is responsible for bi-weekly payroll through an external payroll vendor.
Responsibilities include:
Payroll: Compile employee timesheets, logs and expenses submitted daily and weekly.
Maintaining several spreadsheets for expenses and miscellaneous items.
Working with external payroll vendor to complete payroll and reconcile in accounting system.
Assist with onboarding new employees to payroll system.
Client Invoicing: Compile various reports, lab analysis, permits, subcontractor services into the client invoices.
Create draft invoice and review with project managers before finalizing for client.
Contract Administrator: Monitor client contracts in Ajera (accounting software system) through setting up of project, contract tasks, budgets, changes and closures.
Maintain subcontractor (Laboratory services) chain of custody and invoices to be billed to client.
Assist the Project managers in achieving administrative goals for proper client management and accurate accounting for multiple contracts.
Complete MWBE usage forms needed to contract compliance.
Answer phones and market services to the calls received.
Assist with proposal writing and preparation including printing, binding, digital file preparation, delivery, etc.
Cross-train to provide support and back‐up to other team members.
Maintain filing systems for Client invoices, vendors and subcontractors.
Participate in annual audits conducted by accounting firm.
Participate in certification management for the employees and the company.
Oversee adherence to office policies and procedures.
All other duties assigned.
Skills Necessary:
Strong communication, writing, organizational, and analytical skills.
Detail-oriented and possess excellent follow-up skills.
Must be able to prioritize effectively.
Proficient with Microsoft Office programs specifically EXCEL.
Continuous drive for organizational and workflow process improvement.
Experience working with office equipment such as copiers, printers.
Self-motivated with the ability to work independently with little or no supervision.
Team player with excellent interpersonal skills.
Positive, energetic, and cooperative attitude with both customers and internal staff.
Must be physically capable of safely lifting a minimum of 50 lbs.
without assistance.
Must possess and maintain a valid driver's license and be authorized to work in the United States.
5 or more years of experience in an administrative and accounting role.
Familiarity with Ajera or Deltek programs a plus.
Salary will be commensurate with qualifications.
BENEFITS:
Medical insurance
Health savings account
Dental insurance
Vision care insurance
Life insurance options
401k with a generous company match
Paid vacation/holidays/sick/personal time
Job Types: Full-time, Part-time
Pay: $45,000.
00 - $62,000.
00 per year
Benefits:
* 401(k)
* 401(k) matching
* Dental insurance
* Flexible schedule
* Health insurance
* Health savings account
* Paid time off
* Referral program
* Vision insurance
Schedule:
* Monday to Friday
Experience:
* QuickBooks/Deltek: 3 years (Preferred)
* Microsoft Excel: 3 years (Required)
Work Location: In person
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