What are the responsibilities and job description for the Administrative Assistant position at Frye Mechanical Inc?
Hi! Come join the Frye Mechanical team!
We are a family-owned, small construction firm, looking for someone to help support our office staff. Face-paced, fun environment, where no two days are exactly the same. We have a great crew - and are ready to train you!
Experience
- Minimum (3) years of relevant experience in an Office setting
- Experience in an Industrial/Construction setting preferred
- Outstanding personality to interact with clients, vendors, and employees
- Professional phone presence
- Friendly, personable and approachable
- Exceptional organization skills
- Ability to multitask with minimal supervision, self-reliant.
- Ability to prioritize work by deadlines or level of importance.
- Must have excellent attention to detail.
- Must be proficient in Microsoft Office, (i.e. Word, Excel) & various computer programs.
- Comfortable operating office equipment including fax, copier, printer, and book-binding machines.
Job Duties and Responsibilities
Responsibilities include, but are not limited to:
- Report directly to and work closely with the CFO while providing administrative support to Project Managers and Field Personnel as needed.
- Maintain a professional and welcoming demeanor when interacting with guests, clients, and employees, including answering and directing phone calls.
- Perform effectively with minimal supervision while meeting tight deadlines.
- Maintain and organize filing systems, including confidential documents and records.
- Manage Accounts Receivable functions, including:
Process credit card payments
Contact customers regarding outstanding payments
Send invoices for completed projects
Post payments into accounting software
- Assist with Accounts Payable tasks, including printing checks for small outstanding balances.
- Monitor project completion levels and assist with progress billing accordingly.
- Track and update labor rates for both Union and Non-Union trade employees.
- Assist in gathering and preparing requested documentation for audits.
- Track and submit labor hours for Union employees and prepare union remittances.
- Compile and organize complex project documentation, including construction specifications, technical reports, and operation/maintenance manuals.
- Create, edit, revise, and combine correspondence, reports, spreadsheets, and technical documents from drafts or prior versions.
- Assist with planning and coordinating company events and functions.
- Set up and troubleshoot company-issued iPhones and iPads, including updates to the company’s service provider account.
- Prepare outgoing mail, packages, and deliveries.
- Design and edit flyers, business cards, internal communications, and social media posts.
- Prepare presentations and slideshows or print off items for upper management meetings.
- Track and maintain updates to company fleet logs and records.
- Assist with Human Resources functions, including onboarding new hires, benefits set-up, and providing general information regarding insurance plans.
- Submit backflow test results to the appropriate jurisdictions and agencies.
Salary: Range of $41,600 - $52,000 per year (Based on experience, and room for growth!)
Schedule: Monday - Friday, 8 hour shift
Industry: Construction
- Must have a valid Driver’s License and liable transportation.
- Must be able to fully pass drug-screen and background check upon hire date.
- Must be willing to sign confidentiality agreements for sensitive information regarding the business and staff.
Apply to join our office team today! We look forward to hearing from you!
Pay: $41,600.00 - $52,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- How many years of experience do you have using Microsoft programs such as OneDrive, Outlook, Word, Excel, etc.?
Experience:
- Microsoft Office: 3 years (Required)
Work Location: In person
Salary : $41,600 - $52,000