Office Support & AP/AR Specialist

Engineering Express is currently looking for a Full Time Office Support Assistant to join our team to support our office functions and our clients throughout the US!

This is a hybrid position – we will allow some work from home however, this role will need to report to two of our locations: our Delray and West Palm Beach offices.

Office Hours: Monday - Friday | 8:30AM - 5:00PM

SUMMARY

The Office Support Assistant is responsible for general office administration to ensure efficient and smooth day-to-day operations of our Engineering Express offices and provide administrative support to various departments primarily our Accounting Department.

This position is responsible for implementing and monitoring administrative systems, policies, procedures, and supporting our CEO and our Leadership Team through a variety of tasks related to organization, accounting, and internal/external communications.

RESPONSIBILITIES

OFFICE ADMINISTRATION

• Answers, triages and directs phone calls, provide general information and/or takes messages.
• Oversee and manage the corporate chatbot. Triage and direct messages as appropriate.
• Sort and deliver incoming and send outgoing mail.
• Inventory and order office supplies for all Engineering Express offices.
• Receive customers or visitors.
• Establish procedures and efficiencies to improve or maintain the quality of the office service functions.
• Regularly visit the Delray and West Palm Beach locations, and upon request, our Fort Lauderdale office.

ADMINISTRATIVE SUPPORT FOR LEADERSHIP AND TEAMS

• Provide administrative support to the CEO and Accounting Department.
• Provide support to the Accounting Department by assisting with Accounts Receivables and Accounts Payable responsibilities.
• Type, format, or edit routine correspondence, memos and other reports.
• Review files, records, and conducts research to obtain information to respond to internal requests.
• Copy, file, and maintain paper and electronic documents.
• Send information, materials or documentation in coordination with the accounting department to ensure project deliverables via electronic, USPS, FedEx, pickup, etc.
• Respond to invoice requests and support with customer service: calls, order status, payments.
• Assists departments with overflow work to remain current on business needs.
• Assist with processing procurement and accounting documents (digital and hard copy).
• Contributes to work process improvement.
• Performs other work assignments as needed.

REQUIRED QUALIFICATIONS

• 4 year(s) of administrative or office-related experience.
• A valid driver’s license and the ability to travel to our offices in Delray and West Palm Beach.
• Basic knowledge of QuickBooks is required. Working knowledge of QuickBooks is preferred.
• Customer service experience, quality assurance, and scheduling.
• Outstanding written and verbal communication skills.
• Excellent organizational skills and strong attention to detail, self-motivated and goal-oriented.
• Capability to work in a fast-paced, team-oriented office environment.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to learn new software.
• Experience in an engineering office setting is a plus.
• Minimum of High School Diploma or Equivalent, Associate's degree preferred.

SUMMARY OF BENEFITS OFFERED:

• 100% Base employer contribution for health insurance
• Group Dental insurance
• Group Vision insurance
• Numerous employee discounts on goods & services
• Internet/phone Stipend
• and more!

Engineering Express is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.