What are the responsibilities and job description for the Administrative Assistant w/ Finance Background position at NG Gilbert?
Job Title:
Administrative Assistant W/ Finance Background
Division:
N.G Gilbert, a Division of The Townsend Company, LLC
Function:
AAS – Administrative Services
Reports To:
Manager
Discipline:
AAS999 – Administrative Services No Discipline
Pay Type:
Hourly
Career Band:
(U) – Business Support
Job Type:
Non-Exempt
EEO Group:
Administrative Support Workers
Effective:
4/15/2026
Position Summary
We are seeking a detail-oriented and versatile Administrative Assistant with a strong finance focus to support both operational scheduling and accounting functions. This role serves as a critical link between field operations and the finance department, ensuring efficient scheduling of crews while maintaining accurate financial records.
Key Responsibilities
Essential Functions
Scheduling & Operational Support
- Coordinate and manage daily and weekly schedules for field staff and project teams
- Act as the primary point of contact for scheduling-related communication with clients and internal teams
- Optimize routes, timelines, and crew assignments to maximize efficiency and productivity
- Maintain and update CRM and scheduling systems with real-time data
- Adjust schedules proactively to accommodate weather, project changes, and operational needs
Finance & Accounting Support
- Assist with Accounts Payable (AP) and Accounts Receivable (AR) processing
- Track project-specific expenses and ensure proper cost allocation
- Prepare and maintain basic financial reports using Excel
- Support payroll processing through data entry and verification of time and expenses
- Assist with expense reimbursements and ensure compliance with company policies
- Maintain organized and accurate financial records for auditing and reporting purposes
Data Entry & Reporting
- Enter, update, and maintain data across financial systems, spreadsheets, and internal databases
- Perform routine audits to ensure accuracy and completeness of financial and operational data
- Generate reports related to scheduling, payroll, and project costs
- Utilize Excel functions (Pivot Tables, VLOOKUPs) to analyze and present data
Collaboration & Compliance
- Work closely with operations and finance teams to ensure alignment between scheduling and project budgets
- Handle sensitive financial and employee information with a high level of confidentiality
- Ensure compliance with company policies and applicable regulations
- Duties may or may not be subject to change
Qualifications
Education and Experience
- High School Diploma or equivalent
- 1–3 years of experience in administrative, scheduling, or entry-level accounting roles
- Experience supporting finance, payroll, or bookkeeping functions preferred
Skills and Competencies
- Excellent communication and people skills
- Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook
- Experience with accounting software and scheduling/CRM systems preferred
- Strong organizational and time management skills with the ability to prioritize multiple tasks
- Ability to pivot quickly between operational and financial responsibilities
- Meet all physical requirements of the position.
- Pass all drug and alcohol screens as required by Company policy and, if applicable, required by DOT regulations.
- 18 years of age or older, or 21 if CDL is required.
- Legally authorized to work in the United States.
Preferred
- Advanced Excel skills (Pivot Tables, VLOOKUPs) highly preferred
- Familiarity with financial processes such as AP/AR and payroll support
This role is based in an office environment with occasional remote work flexibility. The position may require
limited travel.
This job description is not intended to provide an exhaustive list of activities, duties, or responsibilities required for this position. The Townsend Company and its family of companies reserve the right to modify job responsibilities, duties, or schedules as needed to meet business or operational requirements. Accommodation requests will be made as necessary to support individuals with disabilities.
Additionally, this position is subject to pre-employment screening, which may include drug testing and a background check.
Equal Opportunity Employer Statement
The Townsend Company and its family of companies are equal opportunity employers. We are committed to fostering an inclusive workplace where all employees and applicants are treated with fairness, dignity, and respect. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, genetic identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable law.