Job Information
Kinseth Hospitality Companies Construction Administrative Assistant in Council Bluffs, Iowa
Will be based out of the Omaha/Council Bluffs area
What we offer:
Health, Dental, Vision and other benefits available after 60 days
DailyPay
401k
Paid Training
Paid PTO
Referral program
Discounts at all Kinseth Hotel Corporation hotels and restaurants
Work daily with Project Managers and Procurement Team on requests and processing of PO’s and invoices
Create purchase orders from proposals received from procurement team
Assign sequential PO numbers according to KHC procedures
Close attention should be paid to details for accuracy & reasonability test, i.e. proper unis such as sq ft, sq yd, lin yd, size of products, etc
Obtain approval from necessary approver, i.e. signed copy or docusign
Scan proposals, contracts or other back up required for purchase order & maintain electronic files of all purchase orders
As changes or addendums occur to purchase orders update the purchase order & incorporate change document in to electronic file so a history of all changes are maintained
Maintain a change order log for each subcontractor agreement & project
Maintain a delivery log for each project
Maintain PO Summary
Enter PO’s onto PO Summary (Smart Sheet)
Maintain any fields that have automatic notification features so the proper recipient is notified
Administrative contact for setting up new projects & granting access to new users
Set up new projects on Smart Sheet
Daily Processing of PO's working in conjunction with Construction Accountant to ensure invoices are paid timely and accurately
Field Vendor calls as needed for payment updates
Project review
Periodically review each project to look for abnormalities in products not ordered or PO’s that do not have invoices.
Review KHC accounting AP aging each week for each project to look for invoices not paid. Alert the project managers & procurement staff so they can communicate with necessary accounting staff to ensure timely payments
Particular attention should be paid to lead times of products, deposits needed to be put on pay applications, final payments required for products to be shipped
Insurance certificates
Request insurance certificates from required contractors
Maintain a file with all insurance certificates
Maintain a log of expiration dates, contact contractors & vendors when certificates are nearing expiration date
Review certificates to ensure they have proper additionally insured & coverages required
Assist procurement staff in obtaining selected proposals
Fee billings
Maintain a list of properties fees, billings & labor to be charged for projects & dates required
Create invoices (needs understand of KHC accounting system to know where bills are to be coded, in kind services vs. billed services)
Work with accounting staff to process bills
General office duties
Enhancing systems, procedures, and manuals to assist our staff in doing their jobs
Filing, scanning, answering phone
Assist construction team in maintaining electronic filing of plans, warranties, & other project related documents
Assist in processing credit cards
Review credit cards each month from construction staff to pull invoices that need to be put on reimbursement & pay applications. Send invoices to construction accounting to process reimbursable expenses