Administrative Manager

Posted Date 2 weeks ago(9/15/2022 3:16 PM)
Job ID
2022-7179
# of Openings
1
Job Locations
US-FL-Tampa
Type
Regular Full-Time

Overview

NV5 is a provider of engineering and consulting services to public and private sector clients, delivering solutions through six business verticals: Testing, Inspection & Consulting; Infrastructure; Utility Services; Environmental Health Sciences; Buildings & Program Management; and Geospatial Technology. With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work.

 

As engineers, architects, construction/program managers, environmental professionals and beyond, we play a significant role in shaping our communities through the services we provide. We are looking for passionate, driven individuals to join our team focused on Delivering Solutions and Improving Lives.

Responsibilities

  • Supervising administrative and project-accounting staff.
  • Recruiting and selecting new administrative staff members.
  • Planning, organizing, and communicating administrative and project-accounting work assignments.
  • Ensuring that front-line staff are adequately monitoring client work assignment requests from email and phone lines and responding in a timely manner.
  • Coordinating work schedules for administrative staff.
  • Evaluating administrative staff work performance and recommending personnel actions, including discipline and promotions.
  • Investigating and addressing administrative personnel problems.
  • Working with Service Line and Technical Leaders, as well as Administrative staff to make sure that workflow is being adequately managed using TeamWork.
  • Ensuring that administrative and office staff have the necessary equipment and supplies.
  • Evaluating and planning space requirements to accommodate office needs and growth.
  • Coordinating with Marketing and Business Development staff on claims volume and ensuring Service Line Agreements are implemented.

Oversee HR functions by:

  • Processing new hires through HR and payroll departments, including initial employee training and data entry into Deltek Vision.
  • Maintaining employee records, including vacation schedules, sick leave, etc. (if needed).
  • Maintaining business license and registrations, as well as professional licenses for technical staff, including timely renewals (coordinated with legal department).
  • Working with Service Line Leaders and Technical Leaders to coordinate interviews for field and office technical staff.
  • Communicating changes in office and company policy and procedures to all staff.
  • Developing and maintaining procedures manuals for branch office functions.

Assist Project Staff by:

  • Reviewing new client and project information for entry into Deltek Vision.
  • Collecting signed proposals/agreements for entry into Deltek/Vision.
  • Submitting certificates of insurance and W9 forms to clients.
  • Working with project managers to ensure Vendors are compliant with company/project insurance requirements, lien waivers and required reporting documentation.
  • Collecting certificates of insurance and W9 forms from vendors.
  • Setting up and maintaining paper and digital filing systems for projects (if needed).
  • Working with project-accounting and administrative staff to provide necessary invoicing and reporting data to project managers.
  • Compiling and preparing reports needed for project managers, when requested.

Support Service Line accounting functions by:

  • Overseeing project-accounting staff and working with project staff to complete billing submission to clients.
  • Reviewing aging reports (AR and Unbilled) and provide status updates to COO and Service Line Leaders.
  • Working with Service Line Leaders and project staff to collect outstanding balances.
  • Obtaining approval of AP invoices from project staff and Service Line Leaders.
  • Entering AP documents into Deltek Vision for payment and verifying that all invoices from vendors and subcontractors are paid in a timely manner.
  • Sending communications related to AR and AP to clients and Vendors, respectively.
  • Working with Service Line Leaders to provide appropriate information to financial management staff for preparing budgets and providing monthly budget/forecast reporting.

Qualifications

  • A minimum of 3 years of experience in the engineering or architectural services industry
  • Job costing experience
  • Proficient in Microsoft applications (i.e. Excel, Word) and accounting software
  • Experience with Deltek Vision software a plus
  • Experience with TeamWork software a plus
  • Able to work well as a team player
  • Strong communication & organizational skills, w/ an attention to detail & commitment to follow- through
  • Strong interpersonal skills
  • Must possess professional verbal and written communication skills
  • Able to follow directions from others

NV5 offers a competitive compensation and benefits package including medical, dental, life insurance, PTO, 401(k) and professional development/advancement opportunities.

 

NV5 provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. NV5 complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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