Service- Administrative Assistant

Description

PAY RANGE: $23.00 TO $26.00

SCOPE OF WORK:

The Administrative Assistant(Serv.Div) will be the first point of contact for the company and to provide administrative support across the organization. The Administrative Assistant(Serv.Div) will handle the flow of people through the business and ensure that all front office responsibilities are completed accurately and delivered with high quality and in a timely manner. Administrative Assistant(Serv.Div) will support and assist the Service departments in dispatching, invoicing, collections control of expenses by receiving, processing, verifying, and reconciling invoices. Administrative Assistant(Serv.Div) will also be responsible for gathering the service employee time sheets for the Accounting Manager to enter into Payroll software. The Administrative Assistant(Serv.Div) will assist the Accounting Manager on various accounting projects as needed.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Service visitors by greeting, welcoming, directing and announcing them appropriately
• Answer, screen and forward any incoming phone calls while providing basic information when needed
• Receive and sort daily incoming and outgoing mail/deliveries/couriers
• Produce work order for incoming Service Calls for Service Scheduling.
• Bill work orders when completed for Service Division
• Prepare Service hourly employee time for Accounting Manager weekly
• File invoices, correspondence, and payroll timesheets
• Perform collection calls to customers on past due Service accounts as needed
• Match incoming receivable checks with invoice and prepare for Accounting Manger to post in Qucikbooks
• Assist Accounting manger to prepare monthly sales tax report
• Match POs, receiving tickets to incoming invoices
• Enter Service Payables into QBs
• Reconcile necessary monthly statements of each month for the Accounting Manger to process
• Process all Accounts Payable in a timely manner
• Do research when suppliers call about unpaid invoices, then get with Accounting Manger if need to release
• Answer all AP email correspondence
• Receive and distribute weekly payroll checks to Crew (if applicable)
• Assist in request of Insurance Certificates for City Renewal and or Construction Jobs (if applicable)
• Assist in all new hire/onboarding documentation as needed
• Maintain daily log sheet for Ivan; checks received, tickets invoiced, tickets paid
• Maintain Files as it pertains to your job duties
• Assist in any projects that may need help
• Perform other clerical duties such as filing, photocopying, collating, faxing, etc.

POSITION REQUIREMENTS:

• Must have knowledge of Quickbooks
• Must have solid communication skills both written and verbal.
• Must have own reliable transportation.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Must be capable with business software, computers, and office machines.
• Be able to work well in a “team” environment.
• Must have the ability to demonstrate accuracy and thoroughness.
• Must have the ability to monitor own work to ensure quality.
• Must have the ability to effectively present information to customers, clients, and other employees.
• Must have a High School diploma.

PHYSICAL DEMANDS:

The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some movement from area to area, transporting of items such as a laptop computer, printers, servers, paper, books, and small parts, driving an automobile, etc.

WORK ENVIRONMENT:

While performing the primary duties of the job, the employee is regularly exposed to general office environment. Infrequent overnight travel may be required; work outside normal business hours is required from time to time.