Avery Building Company ยท 12 hours ago
Administrative & Financial Specialist
Austin, TX
Full-time
Onsite
Entry, Mid Level
2+ years expAvery Building Company is seeking an Administrative & Financial Specialist to support their Finance & Administrative team. This role involves managing day-to-day financial operations, including accounts payable, vendor compliance, and preparing financial reports, while also ensuring effective communication and organization within the office.
Real Estate
Hiring Manager
Katie Showell
Responsibilities
Process and pay invoices approved by the Project Manager or Alan Avery
Track and record expenses made via credit card, Venmo, and other payment methods, ensuring accurate input into QuickBooks by 7th of each month in support of month end reconciliations
Enter budget data into project tracking software (Adaptive) for financial planning and monitoring purposes
Track job costs by recording 'Actuals' for each project
Conduct weekly reviews of the financial transactions to confirm accuracy
Provide bi-weekly cash balance reports
Provide job cost reports
Plan ahead while managing workflow to anticipate future operations needs and ensure a smooth workflow
Keep financial software and project management tools current with all changes related to budgets and actuals
Initiate wires, transfers and draw requests as directed
Support in month end and year end administrative tasks such as issuing 1099s, reconciliations, and tax returns
Proactively escalate potential issues that may impact vendor payment timelines, deliverables, or reporting
Track W-9 and insurance compliance for all trade partners and vendors
Oversee corporate documentation for property-specific LLC setups
Onboarding and offboarding vendors including collecting and maintaining vendor documentation
Participate in regular meetings with the COO & Project Manager to stay aligned on project progress
Assist the Project Manager with various tasks as needed to support project success
Administer and purchase home warranties for sold properties
Maintain records of interior design selections for in-house and customer reference in partnership with Project Manager
Manage purchasing activities, including sourcing and ordering materials
Manage returns, ensuring efficient processing and inventory control
Handle material pickups and run necessary errands as required
Primary office management including organizing and maintaining the office space
Coordinate with utility companies to track orders for gas, electric, and other essential services including terminating utilities
Conduct job site visits 2x monthly as needed to support success in job function
Swiftly evaluate and resolve issues and complaints to keep projects on track
Offer solutions that address the time, scope, and cost implications of project changes or delays
Demonstrate exceptional problem-solving skills in handling sensitive or urgent matters
Prioritize tasks based on urgency and allocate appropriate attention to high-priority items
Critically assess current processes to ensure they are effective and efficient
Proven track record of successfully implementing process improvements
Continuously expand knowledge of the construction industry, taking initiative in learning new skills
Consult with the Project Manager before making decisions that affect project timelines or budgets
Qualification
Required
Strong accountability and adaptability, combined with empathy, decisiveness, and critical thinking skills, allowing for effective multitasking
Demonstrated strategic thinking and a solid work ethic to drive results
Ability to thrive under pressure while maintaining focus on tasks
Detail-oriented with a keen eye for accuracy and quality
Excellent interpersonal and problem-solving skills, fostering collaboration and innovation
Exceptional time management capabilities to prioritize tasks effectively
Proven ability to meet deadlines consistently
Strong oral and written communication skills for clear and effective interactions
Highly developed active listening skills to understand and address concerns
Ability to function effectively within a team environment
Self-motivated with the capacity to prioritize tasks and adapt to changing demands
Proficient in computer applications, particularly the Microsoft Office Suite (Word, PowerPoint, and Excel). Proficient with formulas, data analysis and report generation. Ability to execute Vlookup formulas and pivot tables with no guidance required
Proficiency with accounting software, especially QuickBooks, and understanding of accounting and bookkeeping principles required
Minimum of 2 years of experience in bookkeeping, accounting, or a related administrative role, ideally within construction or real estate industries
Ability to prioritize and manage multiple tasks efficiently, especially during peak periods or project deadlines
Customer service orientation to support both internal teams and external clients or vendors professionally
Notary Public commission (or eligibility to obtain) required. The company will provide support for licensing, and candidates must be willing to obtain and maintain active status
Benefits
Flexible schedule
Paid time off
Professional development assistance
Company
Avery Building Company
At Avery Building Company, we specialize in bringing your dream home to life with unmatched craftsmanship, attention to detail, and a commitment to excellence.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase