Mountain Man Welding and Fabrication

Office Administrator

Denver, CO

Full-time

$49,920-$66,560

About This Job

Job Summary: The Office Administrator provides administrative support to the management and staff of Mountain Man Welding and Fabrication, Inc. This position oversees general office activities including accounts payable, customer billing, vendor management, safety and DOT recordkeeping, event coordination, and document management. The Office Administrator ensures the smooth administrative functions of the company and is integral in supporting the operations team.

Essential Job Functions: Reasonable accommodations may be made to enable individuals with disabilities to complete the essential functions.

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Accounts Payable & Billing Management:

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Responsible for managing accounts payable entries, including credit card payments, purchase orders, and vendor payments.

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Create and enter bills into QuickBooks and prepare them for review by the Senior Accountant.

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Assist with customer billing and ensure payments are tracked and processed.

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Safety & DOT Records:

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File and maintain DOT records according to regulatory requirements.

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Ensure safety records are organized and maintained on the server.

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Filing & Documentation Management:

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Maintain and utilize current filing and accounting systems.

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File and maintain important company documents such as Lien Releases, COIs, W9s, and subcontractor insurance certificates.

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Support project managers in filing necessary documentation.

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Meetings & Event Coordination:

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Schedule and prepare for Administration Team meetings, set agendas, and facilitate meetings.

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Coordinate and manage office-sponsored events, delegating tasks and ensuring events run smoothly.

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Order and coordinate food for meetings and events as needed.

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Payroll & Subcontractor Management:

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Assist with payroll entries, including scanning time tickets and timesheets.

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Maintain subcontractor files, ensuring that insurance documentation is up to date.

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Sales Tax & Insurance Coordination:

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Manage sales tax exemption certificates and Avalara records.

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Coordinate insurance for projects and company vehicles.

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QuickBooks Management:

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Add new jobs to QuickBooks and assist with pay applications and billing.

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Vendor & AP Email Management:

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Manage the AP email account, ensuring that bills are entered into QuickBooks and properly coded for payment.

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Process semi-monthly bill payments and ensure timely execution.

Additional Responsibilities:

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Perform other duties as assigned by the supervisor or management.

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Assist with booking travel arrangements for staff.

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Maintain company phones and tablets

Experience/Education/Qualifications:

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High School Diploma or General Educational Development (GED) required.

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Prior experience in QuickBooks is a must.

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Preferred experience in the construction or welding industry.

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Certified and regular payroll experience preferred.

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Must be proficient in GSuite, Word, Excel, and Adobe.

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Public notary service is preferred or willingness to receive training.

Core Values:

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Versatility: Seamlessly manage a variety of tasks and responsibilities.

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Accountability: Take ownership of work results, personnel management, and project outcomes.

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Quality: Ensure only well-manufactured and high-quality jobs leave the facility.

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Leadership: Inspire others and set a positive example for the team.

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Safety: Educate and train staff on safe work practices and procedures.

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Integrity: Follow through on commitments, even when no one is watching.

Skills and Attributes:

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Office & Communication Skills: Strong knowledge of office communication techniques and organizational skills. Ability to maintain professionalism with visitors, customers, and staff in all situations.

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File Maintenance: Exceptional recordkeeping skills, including digital filing systems.

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Problem Solving: Ability to handle important and time-sensitive tasks with minimal oversight, meeting deadlines efficiently.

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Self-Motivated & Organized: Self-driven with the ability to manage tasks independently while maintaining a high level of organization.

Physical Requirements:

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Lift or move up to 15 pounds.

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Repetitive motion involving data entry and filing.

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Regularly required to sit, use hands to handle or feel, and reach with hands and arms.

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Regularly talk and hear, frequently required to stand, walk, and bend to lift or grab items.

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Walking up and down stairs, occasional driving, and stretching during the workday.

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Prolonged periods of sitting at a desk and working on a computer.

Work Environment:

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This role operates within a welding and fabrication shop environment, with exposure to welding equipment, machinery, and various environmental conditions (both indoors and outdoors).

Additional Information:

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Supervision: This position does not directly supervise staff but requires oversight of task execution.

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Work Hours: Full-time, typically Monday through Friday, with occasional evenings or weekends. Overtime may be required.

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Travel Expectations: Minimal travel, limited to the metro area.

AAP/EEO Statement:

Mountain Man Welding and Fabrication, Inc. provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Mountain Man Welding and Fabrication, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company operates. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

This job description has been approved by all levels of management. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required

of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $24.00 - $32.00 per hour

Expected hours: 40 per week

Benefits:

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401(k)

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401(k) matching

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Dental insurance

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Health insurance

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Health savings account

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Life insurance

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Paid time off

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Vision insurance

Schedule:

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8 hour shift

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Day shift

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Monday to Friday

Ability to Commute:

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Denver, CO 80229 (Preferred)

Ability to Relocate:

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Denver, CO 80229: Relocate before starting work (Preferred)

Work Location: In person