Swan Company LLC

Executive Administrative Assistant

Flemington, NJ

Part-time

$45,760-$54,080

About This Job

Swan Asphalt & Concrete is a trusted pavement partner serving the tri-state area. Our company is led by a husband-wife team that work diligently at keeping the right co-workers around their people-forward organization. Swan Co. prioritizes attracting talented people with similar values so that our team can find that happy work life balance. Think you'd be a good fit? Contact us today!

Swan Company is looking for a highly organized and detail-oriented Office Administrator to keep our office running smoothly and efficiently. This is a great opportunity to assist our employees with diverse requests and provide administrative support.

We are a growing company with less than 15 employees that primarily work in the field for our asphalt and concrete operations. Here at Swan Company, we are committed to creating an inclusive culture where all employees feel welcomed and valued. We also take pride in treating all with respect despite a demanding work environment so this role will best be filled by someone who can maintain their friendly disposition in high stress situations.

Serious applicants only:please read the description & qualifications below and ONLY APPLY if you meet ALL of the below criteria.

The Office Administrator will be responsible for providing administrative assistance to the sales & estimating team as well as ownership, managing office operations, maintaining communication channels, and delivering excellent customer service. The Office Administrator will also be responsible for managing day-to-day responsibilities as listed below -

Key Responsibilities:

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Answer incoming calls professionally; and redirect the calls as appropriate

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Review and coordinate information from sub-contractors

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Establish and maintain an effective filing system for letters, reports, and other documents

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Monitor Manhours in Quickbook T-sheets for accuracy

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Process Payroll

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Facilitate the collection of new hire information and required documents

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Work with Accounting to reconcile credit card transactions and pay invoices

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Reconcile field material tickets with Vendor invoices before they’re approved to pay with Accounting

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Assist with operations team travel arrangements, site visit appointments, etc.

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Assist with managing plans for & schedules for ownership

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Subcontractor Agreement Management

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Prepare & submit paperwork such as credit applications with vendors, permit applications, & other documents

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Track and update as appropriate sub-contractor insurance certificates

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File contracts and paperwork

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Monitor compliance with contract terms

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Assist with procurement of permits

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Vehicle Registration Management through NJMVC

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Monitor and ordering stationery and other office supplies

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Work with Marketing company on gathering photos for website, media & print marketing

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Prepare for, set-up, & attend Trade Show Events

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Order goods and materials when needed

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Research and Source supplies

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Assist with creating & documenting processes

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Plan company events & assist Sales team with advertising opportunities

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Run errands

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Perform other duties as assigned

Essential Skills

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Proficient in Google Workspace

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Proficient in Microsoft Programs

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Proficiency with editing PDFs

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Problem-solving and decision-making abilities

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Resolve invoice disputes

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Strong organizational and time management skills

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Requires effective communication skills

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Strong attention to detail

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Analytical skills

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Ability to multitask

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Positive attitude & team-player

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Notary Public credentials

Preferred, but not required:* Proficiency with bookkeeping & Quickbooks Online would qualify for additional compensation

This is a dynamic role that involves many moving parts & would best be filled by a highly driven self-starter with excellent attention to detail.

NOT a hybrid position. The office is located in Flemington, NJ.

SCHEDULE: 7 to 8 hour shifts Monday through Thursday totaling 28-32 hours. Option for full-time Monday through Friday is available, if preferred.

BENEFITS: PTO & Six Paid Holidays

Interview Process

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Applications/ Resumes will be reviewed

If a candidate’s resume meets all of the requirements*, a brief phone interview will be scheduled

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If after a phone interview, both the candidate and Swan Co. representative feel this may be good a fit, an in-person skills assessment will be scheduled

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After the skills assessment, both parties will assess if this is a good fit for the candidate & if so, an interview will be scheduled with ownership

Learn more about us:

Job Type: Part-time

Pay: $22.00 - $26.00 per hour

Expected hours: 28 – 32 per week

Benefits:

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Health insurance

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Paid time off

Schedule:

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8 hour shift

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Monday to Friday

Work Location: In person