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Division Administrator / Division Contract Administrator in San Leandro, CA at Penhall Company

Date Posted: 11/1/2018

Job Snapshot

Job Description

Main Purpose:

Coordinate and administer variety of clerical and general office tasks in support of assigned location (i.e. department, project, etc.)

Key Relationships:


  • Division Manager, Area General Manager
  • Shop Manager/Dispatch, Mechanics, Technicians, Laborers, Administrative Staff
  • Sales


  • Existing customer base
  • Industry Associations

Specific Role Responsibilities:

  • Answer and route incoming call traffic for the division
  • Respond to e-mails, working closely with Corporate team to resolve any issues, and ensuring customer satisfaction
  • Input payroll for 20+ Union and Non-Union employees
  • Process all Certified Payroll for the division reporting weekly/monthly as deemed necessary per requirements of individual project
  • Maintain compliant with all payroll requirements federal and state laws
  • Process payroll, review payroll registers for any errors, and final submission
  • Assist with the local New Hire process (i.e. I-9 verification, new hire packets) and maintain/update employee records and files
  • Manage all Accounts Payable functions
  • Issue Purchase Orders and maintain current log
  • Input shop data into HCSS
  • Input COD account authorizations
  • Design, create, execute, and maintain spreadsheets and reports
  • Request New Customer and New Vendor setups
  • Assist with collections efforts as needed making 30 day courtesy calls
  • Assist and adhere with all month-end procedures.
  • Ensure division licenses are up to date (i.e. contractor's license, business license, etc.)
  • Register all division vehicles and maintain an organized system of reference
  • Review and process fuel and office supply invoices, expense reports & credit card statements
  • Reconcile monthly credit card reports sent from Corporate
  • Assist with job file folder system
  • Fill out Credit Applications as necessary
  • Make travel arrangements as needed
  • Order office supplies fuel cards, credit cards, and business cards as requested


Job Requirements

  • Fully experienced and competent individual capable of successfully problem-solving requiring excellent judgement
  • Minimum of 3 years (sub) contractor experience preferred. High-level administrative support, including a thorough knowledge of company's accounting, contracting, purchasing and receiving procedures, cost control, and office administration required.
  • Minimum 1- 3 years of contract experience.
  • Knowledge and accuracy in arithmetic is important
  • Proficient communication and organizational skills essential.
  • Ability to type 65-70 WPM accurately
  • Strong computer/office machines Microsoft Word, Excel, Outlook
  • English language- excellent in business writing and verbal communication
  • Ability to pass pre-employment and random screening for illegal substances
  • Perform additional assignments per supervisor's direction
  • Physical requirements: The employee is regularly required to talk or hear. Specific vision abilities required by this position include close vision and ability to adjust focus. This position would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Penhall Company is an Equal Opportunity Employer. Penhall Company encourages qualified females, minorities, veterans, disabled persons to apply.


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