What are the responsibilities and job description for the Administrative Support Specialist - Temporary position at Environmental Noise Control?
A successful noise control and engineering company seeking a responsible Temporary Administrative Assistant to perform a variety of administrative and clerical tasks. This temporary position will run January to May 2022 and will provide support to our office manager, Operations Manager, Field Managers and employees, assisting in daily office needs and assisting with our company’s general administrative activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and use general office equipment.
Responsibilities:
- Support scheduling of field technicians to various projects as assigned by the West Coast Manager
- Assist with customer invoices in Business Central per the project tracker, send out invoicing per customer requirements
- Assist with month-end invoicing prior to deadline
- Assist with reviewing/coding all accounts payable according to job & type, work performed while getting operations manager approval.
- Assist with generating aged accounts receivables reports, perform collections on past due items and provide corporate accounting updates of all outstanding items
- Upon project approval, generate new customer card, job card & vendor cards, for job creation in Business Central
- Assist with scheduling newly hired employees proper training
- Assist with coordination of cost effective lodging for field technicians while onsite at projects that require overnight stay
- Communicate with West Coast Manager and field technicians on project scheduling updates/changes on a timely basis
- Provide written driving directions (using google maps or MapQuest) to field technicians to get to their respective projects at the right date and time
- Assist in preparing the time sheets for the field technicians to properly capture their hours to the correct project and for timely submission for payroll processing
Skills
- Proven experience as an administrative assistant or office admin assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
This is a temporary 3-4 month assignment to cover for a maternity leave, however there is a possibility that the position could go longer due to unexpected circumstances.
Job Types: Full-time, Temporary
Pay: $18.00 - $19.00 per hour
Schedule:
- 8 hour shift
Education:
- High school or equivalent (Preferred)
Experience:
- Administrative Assistant: 3 years (Preferred)
- Microsoft Office (word, Excel): 2 years (Preferred)
Work Location: One location