What are the responsibilities and job description for the Front Office Administrator position at IMI Industrial Services Group?
About Us
IMI Industrial Services Group is a full service, total solutions, industrial contractor. Established in 1988 in Watkinsville, Georgia, IMI has over 30 years of success in the Industrial construction industry. We have three satellite offices in Augusta, Covington, and Winder, GA. IMI supports manufacturers throughout most of the Southeast and we are expanding rapidly; big enough to have all the necessary resources, but small enough to give genuinely helpful personalized attention to everyone who puts their trust in us.
Job Summary
IMI is seeking a full-time Front Office Administrator for our Watkinsville, GA office.
Essential Functions
The Front Office Administrator will provide administrative support to the Client Accounts Manager by maintaining the status of job files, preparing open jobs to be billed, and tracking receipt of delivery notes and purchase orders.
- Greeting and welcoming clients in the reception area. Must be able to work 7:00am - 3:30pm!
- Answer all incoming calls, route calls to appropriate person, and take any necessary messages.
- Issue Vendor purchase orders.
- Process all billing spreadsheets from Project Managers and make updates in job costing to reflect changes.
- Communicate with Project Managers and Customers regarding project status.
- Request Purchase Orders from Customers on Time & Material projects once all costs have been processed by Client Accounts Manager; maintain spreadsheet, follow up as needed.
- Build jobs and ensure accuracy of information and back-up documents before customer invoices are issued.
- Update Time & Material spreadsheet daily, ensure that sheets match the job costing database.
- Update job costing daily to include billable quote time, material, and equipment.
- Pull fuel reports from fleet management system weekly and enter all costs into job costing database.
- Enter vendor purchase order costs into job costing database daily; verify that all information is correct and invoices match purchase orders.
- Call vendors when invoices aren't received after 30 days.
- Scan and file in electronic filing system billed job and project closeout documents; merge all project documentation with customer payments and archive.
- Compile documentation and training information for all new Project Managers and Foreman.
- Serve as back-up issuing job numbers and subcontracts.
Education and Experience
- Minimum of three years in administrative/office experience.
- Ability to complete all work in a timely manner.
- Detail oriented and able to prioritize tasks.
- Advanced skill level for operating Microsoft Office (Word, Excel, Adobe and Outlook) required.
- Able to accurately type and input data at a rate of 50 WPM.
- Able to multitask and manage multiple tasks simultaneously.
Work Environment/Physical Demands
- Sitting for extended periods of time
- Manual dexterity needed for repetitive tasks and operating standard office equipment
- Lift and carry materials weighing up to 25 pounds
IMI Industrial Services Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.