Installed Sales Administrative Assistant

Holmes Lumber; Chesapeake (VA); Hybrid; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health, Dental, Vision plans

Short and Long-Term Disability

Company-paid life insurance

AD&D

401(k) with company match

Vacation and paid holidays

Vendor incentives

Room for growth

Military encouraged to apply

Job summary

The Kempsville Building Materials - Installed Sales Team in Chesapeake, VA seeks an Administrative Assistant focused on billing and financial administration for installed jobs. You'll support field operations, maintain schedules, and ensure timely material deliveries, while handling paperwork and invoicing in a fast-paced environment.

Ideal candidates bring bookkeeping or billing experience, strong attention to detail, and solid MS Office skills.

Qualifications

• Experience with bookkeeping or billing is helpful and a background in building materials.
• Attention to detail and accuracy are essential.
• Ability to prioritize responsibilities to meet deadlines.
• Self-starter with proactive work style.
• Effective communication skills with clients and field staff.
• Ability to analyze problems and provide resolutions.
• Proficient in Microsoft Office including Outlook, Word, and Excel.

Responsibilities

• Provide sales and administrative support to the Installed Sales team.
• Maintain the Installed Sales schedule and ensure timely material deliveries.
• Communicate with Field Supervisors on job status and paperwork flow.
• Handle billing tasks, invoice materials, and manage information databases.
• Create service requests in the POS system and verify insurance documents.
• Process pay requests and forward compliance paperwork to subcontractors.
• Support financial reporting and subcontractor setup in the system.

Skills

Bookkeeping

Billing knowledge

Attention to detail

Time management

Self-starter

Communication skills

Problem solving

Tools

Microsoft Office

Job description

The Kempsville Building Materials (a division of Carter Lumber) Installed Sales Team performsvarious installation services, repairs and remodeling work for general contractors and homeownersand is in need of an Administrative Assistant! The primary role of this position is billing and maintaining the financial aspect of the installed jobs. The ideal person is personable with the ability to quickly establish a good working relationship with clients, established and prospective.

Our Story Carter Lumber was founded in 1932 by W.E. Carter. For 90 years, we have strengthened our company by staying true to our values, which include honesty, hard work, and putting people first. What started as a single lumberyard in Akron, Ohio, is represented today by seven brands servicing professional builders and homeowners across thirteen states with more than 160 locations. Despite our growth, we are still a family-owned company. Our core values and our people-first culture remain the same.

Description

In this role, you will provide sales and administrative support to the Installed Sales team. This includes maintaining the Installed Sales schedule by ensuring timely material deliveries and communicating with Field Supervisors on job status. You will manage the flow of paperwork using Workflow, perform billing tasks, invoice materials, maintain an information database, and create service requests in the POS system. Other administrative tasks include verifying insurances and monitoring expirations, processing pay requests, and sending any necessary compliance paperwork to sub-contractors.

Requirements

• Experience with bookkeeping or billing is helpful, as well as a background in buildingmaterials
• Attention to detail and accuracy are a must
• Ability to prioritize responsibilities to meet deadlines
• Self-starter
• Effective communication skills
• Ability to analyze problems and provide resolutions
• Experience with Microsoft Office including Outlook, Word, and Excel
• 7am-4pm Mon-Fri
  • 3300 Business Center Drive, Chesapeake, VA 23323

Financial Responsibilities

• Knowing the total amount of the installed job contract
• Interim billing throughout based upon actual work completed or per the contract
• Final billing once the job is complete
• Ensuring all materials needed on the job and all returns from the job are done
• Prepare mid-month, end of month, and other financial reports
• Setting up subcontractors in the system
• Ordering materials, issuing purchases, verifying vendor acknowledgments for pricing and quality
• Preparing monthly reports for the Installed Division

Benefits (full-time employees)

• Health, Dental, Vision (Single and Family Plans) available after 30 days of employment
• Short and Long-Term Disability
• Company-paid life insurance and AD&D
• Optional supplemental life insurance
• Company-match 401(k)
• Vacation time and paid holidays
• Vendor incentives
• Room for growth; we promote from within!
• Military encouraged to apply!