Roles and Responsibilities
Administrative & Data Entry:
- Enter paint invoices, price check items, reach out to paint vendors for quotes, and verify material counts against purchase orders
- Enter AP invoices (approx. 20-30 per month), create check runs for both physical checks and ACH/Token Payments
- Conduct credit card reconciliation by collecting expense reports and allocating charges to statements
- Enter new contracts into Spectrum
- Create Preliminary Lien Notices for new contracts
- Go into websites to download options, verify option pricing, and enter options into the correct jobs
Job & System Management:
- Update jobs in Exact Time, add new job numbers, and inactivate jobs when needed
- Use SupplyPro to enter invoice numbers on orders
- Audit Lennar San Diego Base Shoe jobs via Studio Chateau
- Close jobs that have been inactive and fully billed for two months at the beginning of each month (WIP report)
Compliance & Licensing:
- Track expiration dates of insurance certificates, request updated certs, and send them to customers
- Monitor city business licenses for expiration, renew as needed, and apply for new licenses for new jobs
- Order and relocate storage bins, update bin lists, and audit monthly bin bills for accuracy
Work Comp Claims:
- Create return-to-work forms
- Monitor that employees attend doctor appointments
- Maintain proper filing of related paperwork
Payroll Support Duties
- Check off signed items on NHSS
- Email missing paperwork to Eduardo for completion
- Enter new hires in Got Safety and 401K Principal
- Terminate employees in Got Safety and 401K Principal
- Assist with gas and rig tracking
Required Experience
- 2+ years in a similar administrative/data-entry-heavy role
- Experience working with U.S.-based teams and business processes
Proficient With
- Microsoft Excel and Word
- Bilingual proficiency: English and Spanish (written and spoken)
Experience Advantage
- Prior experience using systems like Spectrum, Exact Time, SupplyPro, Studio Chateau, or Got Safety
- Familiarity with AP invoice processing, ACH/token payments, and credit card reconciliation
ShoreXtra Perks
- Day 1 HMO Coverage
- Nightshift schedule
- Fixed weekends off
- Free and unlimited barista-style coffee
- Free parking and shuttle services
Job Type: Full-time
Benefits:
- Free parking
- Health insurance
- Paid training
- Promotion to permanent employee
- Transportation service provided
Ability to commute/relocate:
- Angeles City: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- What CRM Tools have you used?
- Can you work at night and onsite?
Experience:
- Invoicing: 2 years (Preferred)
- Customer Service / Admin: 2 years (Preferred)
- Data Entry: 2 years (Preferred)
Work Location: In person