Job Information
Nova Group, Inc. Front Desk Administrator in Napa, California
Nova Group Inc., a Quanta Services company, is an industry leading general engineering construction company with 45 plus years of experience worldwide. Nova specializes in hydrant fueling, waterfront, electrical and utility military construction projects for the Department of Defense (NAVFAC, USACE) and Department of Energy at various National Laboratories. Nova exceeds customer expectations through innovative construction, safety, quality and outstanding customer service.
Headquartered in Napa, CA, with regional offices in Rancho Bernardo, CA, Port Orchard, WA, Japan and project locations stretching across the US, as well as internationally, the opportunities are endless with Nova! Nova offers employees competitive health benefits, matching 401K contributions, career advancement opportunities, and endless training opportunities.
ROLE SUMMARY:
Join our team as Front Desk Administrator working directly under the Accounting Manager. This position supports home office by handling office administrative and accounting tasks as well as provides clerical services to all departments as needed.
DUTIES:
Welcomes visitors and ensures they sign into the registry.
Answers telephone and routes calls timely and accurately.
Coordinates and in many cases initiates mail and delivery services (FedEX, UPS, USPS, etc), both incoming and outgoing; distributes incoming mail/packages to the appropriate recipients in a timely manner.
Purchases all office supplies based on requests received or through monitoring levels of standard inventoried items such as copy paper.
Coordinates office maintenance including janitorial and landscaping services and minor repairs.
Oversees office beverage and food services and supplies ensuring that there are adequate supplies on hand at all times.
Support departments in scheduling meeting lunches and special events.
Ensures that common areas of the office are clean, safe and efficiently organized including the kitchen, lobby, supply cabinets, conference rooms and corridors.
Accounting task such as: record incoming checks, monthly joint venture billing, reconcile WEX billing, reconciliation of Staples billing, Fasktrak reconciliation, inputting prepaid accounts payable invoices into ERP.
Managing accounting email Inbox and e-filing invoices for input into ERP system.
Running weekly equipment reports (Zonar) and distribute to operations.
Manage WEX account – card ordering, employee support and training, account updates as needed.
Support with Contract Department for tasks including, and not limited to subcontract and purchase order administrative tasks and project operation duties
Process expense reports in the ExpenseWire System.
As administrator will provide support/training to employees upon request. Update ExpenseWire as needed: job/employee/phase codes. Process approved company P-card and employee paid expenses by following company guidelines. Monitor transactions to ensure employees stay current.
Provides clerical assistance to all departments as requested.
Special projects as assigned.
SKILLS, KNOWLEDGE, QUALIFICATIONS, & EXPERIENCE:
Educational and experience requirements include AA degree or higher in accounting plus five years’ experience in a construction or manufacturing environment preferred. Strong analytical thinking and financial reporting. Excellent communication skills both verbal and written and the ability to multi-task and problem solve are essential. Must be proficient in Microsoft Word, Excel, and Outlook, and experience with Vista by Viewpoint is preferable.
WAGE RATE
Hourly Rate of $25-$28 at Non-Exempt Status.
Women, minorities, individuals with disabilities and veterans are encouraged to apply!