Receptionist / Administrative Assistant

Job Description

Job Description

About BSM:
At BSM, we support a dynamic construction and contracting environment where administrative efficiency is crucial to operational success. We're currently seeking a detail-oriented and highly organized Receptionist/Administrative Assistant to join our team. This role is central to keeping our office running smoothly and supporting various departments including payroll, accounting, project management, and estimating.

Key Responsibilities:

Reception & Administrative Support

• Answer and direct incoming calls in a professional and courteous manner

• Greet and assist visitors

• Provide general administrative support across departments

• Prepare and type documents, forms, and reports as needed

• Assist with special projects and requests from estimators and management

• Coordinate, send, and track RSVPs for company events (e.g., Holiday Party)

Mail & Checks Handling

• Distribute mail to appropriate team members (e.g., payroll, tax items, invoices)

• Manage incoming checks: sort, scan to bank, print reports, and distribute to appropriate staff

• Maintain physical and digital filing systems for checks and related documents

Charge Out Processing

• Price and process 50–300 weekly charge outs

• Enter charge outs in Sage, categorizing by company, service, and contract type

• Update charge out pricing as advised and maintain accurate records

• File charge out documents appropriately

OCIP Management & Reporting

• Manage and track OCIP job enrollments and reporting needs

• Prepare quarterly reports for Nestle jobs and annual audit summaries

• Maintain organized records including Certificates of Insurance (COIs)

Insurance & Vendor Documentation

• Request and manage incoming/outgoing COIs and W9s

• Upload and maintain insurance documents in SharePoint and Sage

• Enter insurance certificate information into vendor records

Permits & Credit Applications

• Create and track HVAC permits; follow up on expirations and renewals

• Complete and send credit applications when needed

Skills & Qualifications:

• Proven experience in an administrative or receptionist role

• Strong organizational and multitasking skills

• High attention to detail and accuracy

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

• Familiarity with Sage or similar accounting software a plus

• Experience with SharePoint or similar document management systems

• Professional phone etiquette and excellent written/verbal communication

• Ability to handle sensitive information confidentially

Schedule & Compensation:

• Full-time position, Monday–Friday

• Competitive compensation based on experience

• Benefits package available (details provided during interview)