ADMINISTRATIVE ASSISTANT/ACCOUNTS PAYABLEJune 2018 to June 2020IES - Innovative Engineering Systems, Inc. － Bakersfield, CAMaster newly implemented accounts payable processes.Enter vendor A/P invoices, create invoices for sub pay, out-of-pocket and personal mileage expenses, credit card expenses and check requests.Research and problem-solve discrepancies on vendor invoices/statements.

Support all yards (12) and departments, and their staff, to maintain a high standard of performance and productivity.Build and maintain an accurate vehicle fleet/equipment database in order to track use and locations.As applicable, ensure all Class A drivers, vehicles and equipment are in full compliance with the DMV, DOT, DHS and IRS, and maintain an accurate employee database for the DMV EPN program and quarterly random drug/alcohol screenings.Track regulatory permits applicable to each yard.Complete credit applications for vendors and review purchase orders to ensure all applicable information is provided for accurate coding.Organize and streamline Operations department filing system.

Master accounts payable processes, research and problem-solve discrepancies on vendor invoices/statements and execute vendor credit applications.Ensure company vehicles in fleet are in legal compliance with the DMV, DOT and OSHA.Provide a professional, courteous and friendly environment for clients and other visitors to IES.Support the Electrical, Mechanical, Programming, Panel Shop and HR departments and review all Electrical department time sheets for accuracy.Manage/oversee all aspects of the company vehicle fleet ensuring regular maintenance and legal compliance with the DMV, DOT and OSHA. Provide training and support to new hires for transition into their new position.Streamline inventory and procurement processes.

Contact General Contractors requesting consideration on bid invitations for commercial projects.Acquire job plans or go to job-sites to obtain measurements and, if applicable, submit RFI's and make note of any addendum received.Estimate and bid on commercial projects and review awarded contracts to ensure they accurately reflect bid per the General Contractor's specifications.Document required submittals, place tile and installation material orders, execute California Preliminary Notices, order insurance certificates, notify crews of job site policies and regulations and, if necessary, prepare certified payroll reports for the General Contractor and file Mechanics' Liens. Prepare annual report for Workers' Compensation audit.Create and maintain an MSDS binder, organize and maintain General Contractor/project files, track project accounts receivable and make bank deposits.

Organize the Purchasing Office due to the position being vacant for a time.Generate purchase orders for a backlog of subcontractor project invoices already received, phases already in progress or phases pending their start.Reach out to local subcontractors with bid invitations to expand on pool of bidders and allow for a much more competitive bidding process.Control building plans to be issued to subcontractors, obtain bids, issue purchase orders for awarded contracts, track subcontractor licenses and insurance and process invoices on completed jobs.

Generate and issue purchase orders and production/lien releases. Responsible for all accounts payable to subcontractors and vendors concerning construction, administration and family trust.Research and resolve discrepancies on subcontractor and vendor invoices/statements.Run accounts payable reports for the CFO according to his deadline.Provide construction and escrow support and track customer warranty claims to ensure timely completion.