Administrative Specialist

Job Title: Administrative Specialist

Location: Arvada, Colorado

Job Type: Full-time

Wage: $55,000-$65,000 annually

Benefits: Paid Vacation, Sick Pay, Paid Health Insurance, Dental and Vision Plans Available, 401K

About Us:

ADDA is partnering with a leading and well-established, family-owned construction company. They are seeking a highly motivated and organized Administrative Specialist to play a pivotal role in managing their financial and administrative operations and contributing to the overall success of the organization.

Key Responsibilities:

Accounting Operations: Oversee day-to-day accounting functions, including accounts payable, accounts receivable, payroll, and general ledger activities. Ensure that all transactions are accurately recorded and reconciled.

Financial Administration: Assist with financial tasks, including invoicing, expense tracking, and coordinating with the finance department.

Human Resources: Assist with HR-related tasks such as onboarding new employees, maintaining personnel records, and coordinating employee events or activities.

Documentation and Reporting: Assist in the preparation of accurate and timely financial statements, including income statements, balance sheets, and cash flow statements. Prepare and edit reports, presentations, and documents as required. Maintain accurate records and files, ensuring confidentiality and security of sensitive information.

Office Management: Assist in maintaining a well-organized and efficient office environment, including ordering supplies, managing office equipment, and handling administrative tasks.

Vendor Management: Liaise with vendors and suppliers for office-related needs, negotiate contracts, and ensure cost-effective procurement.

Audit Support: Collaborate with external auditors during annual audits to ensure compliance and provide necessary documentation. Maintain audit-ready financial records.

Communication: Serve as a point of contact for employees and external stakeholders, addressing inquiries and ensuring clear communication within the office.

Gatekeeper: Manage access to the President's office, filtering and redirecting inquiries and requests to appropriate personnel when necessary.

Project Support: Provide support to the President on various projects, research assignments, and special initiatives as needed.

Process Improvement: Continuously identify opportunities to streamline financial processes, enhance controls, and improve efficiency within the financial and administrative operations.

Qualifications:

• Proven experience in a similar administrative role, preferably in the construction or related industry.
• Excellent organizational and time-management skills with the ability to prioritize effectively, manage multiple tasks and meet deadlines in a fast-paced environment.
• Exceptional communication and interpersonal skills, both written and verbal, with a high level of professionalism to interact with team members and external contacts professionally.
• Proficiency in financial software, office software and applications, including Microsoft Office Suite and Google Business Suite.
• Strong problem-solving abilities and attention to detail.
• Proactive and resourceful with a positive attitude and a commitment to excellence.
• High level of discretion and respect for confidentiality when handling sensitive information.
• Knowledge of HR practices and basic financial processes is a plus.

Education:

Bachelor's degree in a related field is preferred but not mandatory.

Please include a cover letter with your application

We are an equal opportunity employer.