Coppa Montalbano Architects is located in Totowa New Jersey with its original origins dating back to 1956. We are full service architectural, planning and interior design firm of 15 people focusing on both public and private projects primarily in northern New Jersey area.
We are currently seeking an administrative office assistant with bookkeeping experience, to perform administrative tasks that are related to supporting ownership, our employees, client billing and maintaining accounts. Responsibilities include answering phones, emails, processing of time sheets, preparing and tracking client billing and handling daily administrative tasks. Candidate should be self-motivated and organized person that can multi-task in a sometimes fast paced environment.
Skill and Requirements:
Project tracking and generating client invoices on a monthly basis.
Preform follow-ups on open invoice payments via phone/email.
Oversight of accounts payable/accounts receivable.
Coordination of meeting scheduling at executive level.
Input of staff time sheet hours into billing software.
Health Insurance services coordination with staff and service provider.
Provide general office support and assist the company with tasks as delegated including preparation of contracts, project specifications and professional proposal submissions.
Technical proficiency in Microsoft Word, Excel and Billquick software.
Familiarity with American Institute of Architects (AIA) software forms a plus.
Strong written and verbal communication skills.
Strong Organizational skills.
Compensation: Negotiable based on experience.
Work Schedule: Full Time in office, Monday - Friday, 9-5 (flexibility with hours/time considered if necessary)
Generous paid Holidays and paid Vacation after accrued time along with personal/sick time offered.