U.S. Facilities, Inc Looking for Bookkeeper/Administrative Assistant – 028 at Hampton, VA  Full Time

U.S. Facilities, Inc. is a diversified company that offers a broad array of Facilities Management services to government, commercial and non-profit organizations. We nurture a work environment where people with a variety of skills, ideas and backgrounds, guided by our shared values, come together to make U.S. Facilities, Inc. a great company.

We are currently accepting applicants for the position of Bookkeeper/Administrative Assistant, with broad data management responsibilities for the Hampton VA location.

This position is responsible for project cost accounting, personnel records and timekeeping, information support for clients, subcontractors, and managers, and performance of general clerical duties as assigned. The ideal candidate is highly detail-oriented, organized, functions well in a fast-paced environment, and is a dedicated team player.

Duties include but are not limited to:

• Facilitate new hire documentation and onboarding for the Corporate office.
• Enter and maintain personnel records, photos, access badge information, charge and trade codes, and salary information in the locally administered project database (based in Claris FileMaker)
• Collect and enter personnel timesheets in the project database, as retrieved from various worksites and subcontractors on the project.
• Enter and maintain labor charge codes in the Corporate payroll system.
• Verify personnel timesheet against field documentation and reports from supervisors; investigate and resolve any and all timesheet discrepancies with personnel and supervisors.
• Assemble personnel, subcontractor, equipment, and other direct costs for project billing; enter information in project database and perform detailed cost calculations and processes.
• Prepare, review, and assist with finalization of monthly project invoice to client.
• Develop statistical reports for contract compliance and project management purposes.
• Understand, disseminate, and address inquiries regarding Corporate and client policies; assist personnel with benefits information.
• Coordinate with client, subcontractors and the Corporate office regarding updates to charge codes for all labor, project tasks, and direct expenses authorized by the client.
• Maintain billing, payroll, and holiday calendars for personnel and subcontractors.
• Develop and run scripts in the project database to prepare custom reports.
• Compile and assist with project safety metrics.

• Assist with project compliance of federal, state, and local legal requirements by studying requirements; supporting adherence to requirements; filing necessary reports; and advising management on needed actions.
• Contribute to team effort by supporting management goals and initiatives.
• Perform any other duties assigned by a supervisor, trainer, or the U.S. Facilities Project Manager.

Other Administrative responsibilities:

• Answer and direct phone calls as needed.
• Organize and schedule appointments and meetings.
• Maintain personnel, client and subcontractor contact lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Order office supplies, services, and equipment as authorized by supervisor.
• Submit and reconcile expense reports.
• Provide general support to client and/or public.
• Provide information by answering questions and requests.
• Handle multiple projects and tasks concurrently.

May be required to perform additional or different duties from those set forth above to address business needs and changing business practices.

Job Requirements: