Careers at Masis Staffing Solutions

Masis Staffing is seeking a detail-oriented Administrative Assistant / Billing Clerk to support day-to-day office operations, job file administration, and billing/payroll processes.

Administrative Assistant / Billing Clerk-Worcester, MA

Monday-Friday, 8-5 in office
$20-$25/HR depending on experience

Key Responsibilities
Office Administration

• Answer phones; handle faxing, typing, filing, copying, emailing, and mail distribution
• Maintain company forms (Project Manager & Foreman sheets, proposal templates, employee timesheets, etc.)
• Create memos, correspondence, reports, and other documents as needed
• Maintain office equipment and order supplies
• Maintain the Employee Handbook, Anti-Harassment Policy, and other internal policies
• Prepare new-hire packets and employee folders
• Ensure information provided to the office manager complies with company policies, procedures, and required controls
• Perform other duties as assigned

Contract File Administration

• Assist with job bids and set up new job folders using a color-coded filing system
• Enter/update customer information in Dataforma
• Create and maintain client files, including W-9s and Certificates of Insurance
• Attend weekly production meetings and record meeting minutes
• Update and maintain Progress Status Reports
• Prepare job costing reports for management
• Perform other duties as assigned

Billing / Accounting / Payroll

• Use Sage 100 Contractor and Dataforma (experience preferred)
• Accounts Receivable: Generate billing for management review; create invoices; complete billing and/or AIA documents; handle deposits, statements, and reconciliations
• Payroll: Prepare weekly timesheets for field employees (including Foreman sheets, WO, GPS documentation as applicable)
• Perform other duties as assigned

Preferred Qualifications

• Experience with Sage 100 Contractor and/or Dataforma
• Prior administrative and billing support experience (construction industry strongly preferred)
• Strong organization, documentation, and follow-through skills