Overview
Executive Assistant Jobs in San Diego, CA at SAY San Diego
Exxel Pacific is seeking individuals who above all else desire joining, and being a key member of, an industry leading and dynamic company that is genuinely focused on its family of employees who, through working collaboratively together, create a thriving TEAM oriented culture.
Job description
We are looking to add someone to our administrative team to work with and support various roles which may include accounts payable, subcontracts payable and office administration.
Essential Functions
Accounts Payable
Receive and review invoices for accuracy, verify invoice against PO for proper pricing and coding and send to project manager or project team for approval
Process employee expense reimbursements
Detailed review of approved invoices and expense reimbursements prior to posting into our accounting system after they have been approved
Assist project teams by working with vendors to receive corrected invoices when an error is found
Request credit memos or refund checks when needed
Assist in collecting W9s and may assist in preparing 1099s
Subcontracts Payable
Review and assist in managing subcontractor pay application submission process
Assist subcontractor compliance tracking
Assist in releasing subcontractor payments through online payment system
Office Administration
Assist in answering the phone
Assist in sorting mail
Support front desk when needed
Create subcontracts in MS Word via mail merge
Enter subcontracts into DocuSign for execution
Enter subcontracts into our accounting system
Verify subcontractors are valid to work, verify contractors license is current, L&I account in good standing and open and current insurance certificate with proper limits as required by the project
Verification and tracking of vendor and subcontractor insurance
Additional tasks as needed to support administrative or project teams
Job Requirements
Technically proficient in Microsoft Office, specifically Word, Excel and Outlook and comfortable learning new programs
Experience with Vista by Viewpoint a plus
Knowledge of basic accounting principles
Knowledge or experience with accounting in the construction industry is a plus
Experience in Accounts Payable
Contract Administration experience a plus
Enjoys working with others and being part of a team, ability to work as a key team member, learning and supporting others’ functions
Strong moral ethics, always doing the right thing when no one is looking
Exxel Pacific is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment regardless of and will not be discriminated against on the basis of gender, sexual orientation, gender identity, race, ethnicity, religion, age, veteran status, disability status, genetic information or any other protected category.
Job Type: Full-time
Pay: $25.00 – $33.00 per hour
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Referral program
Retirement plan
Vision insurance
Application Question(s):
Will you now or in the future require Visa sponsorship to work in the US?
Work Location: In person
Title: Executive Assistant
Company: SAY San Diego
Location: San Diego, CA
