What are the responsibilities and job description for the OFFICE ADMINISTRATOR position at Amtec Contract?
Under general supervision, responsible for providing branch support duties for branch operations. The person could be assigned tasks that would encompass duties in various accounting systems such as SAP, Total Service, and Travel & Expense.
The essential functions of the position include, but are not limited to the following:
POSITION SUMMARY:
• Follow established processes and procedures regarding all office functions including IIPP, Payroll, A/R and A/P.
• Become proficient in all Client systems and electronic tools (Total Service, SalesForce, ADP, etc.)
• Accurately input mechanics’ time into computer data base (Total Service and SalesForce) daily and process weekly payroll.
• Prepare weekly A/R billing. Enter invoices in customer billing portals as required in a timely manner.
• Follow up customers on outstanding receivables as directed.
• Create Purchase Orders upon request. Provide parts ordering support as directed.
• Submit Total Service forms for all accounts and jobs for all Customers/Accounts & Vendors
• Prepare invoices for payment.
• Process Inspection Reports and maintain Open Order / Inspections / Planned Repair binder and e-files as directed.
• Code payments for proper distribution and verify payments are in compliance with policy.
• Prioritize payments based on cash discount potential and payment terms. Ensure that discounts are taken when possible.
• Prepare proof of material delivery to Finance.
• Maintain vendor relationships and reconcile accounts.
• Request information for new vendors and maintain files of same, including W-9 and W-8 forms.
• Process contracts upon receipt including e-files, COI and bond requests and all other related forms.
• Answer telephones and respond to general customer service inquiries and service support requests.
• Mail distribution and preparation including FedEx or other packages.
• Provide administrative support as needed for other office personnel including material research, bid forms, correspondence and other various reports as needed.
• Order service repairs for machines (printers, copiers etc.) and other office related services (telephone, data, etc.); order company and general office supplies.
• Perform other duties as assigned.
EDUCATION AND EXPERIENCE:
• 2-3 years of applicable experience.
• High school diploma required, college courses in accounting preferred.
• Must have strong work ethic, be well organized, manage time well and a self-starter.
• Must be able to follow standard filing procedures.
