Administrative Assistant

Fortress Fence; Wilton (IA); On-site; USD 42,000 - 54,000; Full time

Job summary

Fortress Fence in Wilton, IA is seeking an organized administrative professional to join our on-site team. You will manage job entries, invoicing, and project documentation, collaborating with crews and clients to keep projects on schedule.

The role emphasizes accuracy in data entry, timely billing, notary support, and strong customer service. If you value teamwork and a dynamic construction environment, this position offers growth and a supportive community.

Qualifications

• Enter new jobs and change orders into the system accurately and promptly.
• Prepare, submit, and process bonds, certificates of insurance, certified payrolls, and closeout documents.
• Prepare and distribute invoices and payment applications; respond to billing inquiries.

Responsibilities

• Enter new jobs and change orders into the system accurately and promptly, maintaining up-to-date records.
• Input subcontractor payment details into the system, ensuring timely and accurate processing.
• Prepare, submit, and process bonds, certificates of insurance, certified payrolls, and closeout documents.
• Obtain customer documentation such as tax-exempt certificates and private utility letters.
• Prepare invoices and payment applications and respond to billing inquiries.
• Maintain backlog and underbilling reports, coordinating with teams for data integrity.
• Retrieve, sort, and route incoming mail; respond to general correspondence promptly.
• Answer and direct phone calls, providing professional client service.
• Serve as a commissioned Notary Public when needed.
• Assist teammates with administrative processes and projects.

Skills

Data entry

Customer service

Notary public knowledge

Administrative support

Job description

Join Fortress Fence and immerse yourself in a dynamic work environment that thrives on collaboration and innovation. Working onsite in Wilton, IA, you'll have the opportunity to contribute to exciting construction projects that are at the forefront of the industry. Our company culture celebrates high performance while prioritizing fun and teamwork, making every day a rewarding experience. You'll work alongside passionate professionals who share your drive and dedication, ensuring that you're part of a supportive community. Together, we tackle challenges and celebrate successes, fostering a sense of family that extends beyond the workplace.

Key Responsibilities:

Job and Change Order Entry: Enter new jobs and change orders into the system accurately and promptly, maintaining up-to-date records. Review job entries from other locations for accuracy.

Subcontractor Payments: Input subcontractor payment details into the system, ensuring timely and accurate processing.

Project Compliance: Prepare, submit, and process bonds, certificates of insurance, certified payrolls, and closeout documents to meet contractual and regulatory requirements.

Documentation Management: Obtain necessary customer documentation such as tax-exempt certificates and private utility letters.

Invoicing and Billing: Prepare and distribute invoices and payment applications accurately and on schedule. Respond promptly to customer inquiries regarding billing and payments

Reporting: Maintain accurate backlog and underbilling reports, coordinating with relevant teams to ensure data integrity.

Mail and Correspondence: Retrieve, sort, and route incoming mail; respond to general correspondence in a timely manner.

Client Service: Answer and direct phone calls, providing professional assistance to customers.

Notary Services: Serve as a commissioned Notary Public, verifying signatures and acknowledgments as needed.

Team Support: Assist teammates with various administrative processes and projects as required.

Join us!