Administrative Assistant

Job Description:

Coordinates documents and gathers and inputs data related to assigned administrative support duties for a team, department, function or other organizational leader/group. Performs activities under a moderate degree of supervision.

Key Responsibilities:

• Provides administrative support by conducting research, preparing statistical reports and addressing routine information requests.
• Gathers, compiles and verifies information and enters it accurately into documents such as reports, presentations or forms; and office systems such as databases or spreadsheets.
• Assists with data collection, data entry and report generation on various departmental related activities.
• Assists with associate functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.
• Responds to, or redirects, routine inquiries from external or internal sources about the organization/department, its activities, or processes so callers/visitors are answered promptly and accurately.
• Prepares documentation for payment of vendors, suppliers and other third parties as applicable; submits documentation and enters request for payments into accounting system; responds to inquiries from accounts payable and payees.
• Documents and maintain departmental policies and procedures.
• Participates as a team member on departmental related business improvement assignments and projects as needed.
• Performs other routine administrative activities as needed per the established procedures of the organization and/or department.

Admin Duties

• Answering phone calls: Direct callers to the correct department, help collect payments and answer any questions that customers or vendors may have.
• OTC reports/banking: Every morning count cash drawer, collect parts invoices and service invoices. Run morning OTC reports and complete bank runs whenever there is cash.
• Ariba / creating PO’s: Maintain and create PO’s. Receive invoices once uploaded. Keep an eye on payment status as vendors usually ask when they should expect to receive payment
• HSE / Enablon: complete the monthly inspections and upload paperwork to the SharePoint site as well as marking them complete in Enablon
• Cash aging: Go through the report and see if you can collect any payments. Follow up with Field Supers., Parts or Service Supers as to why payment hasn’t been collected. Enter in any notes into teams. For PM’s enter in notes under the aging diary comments tab under customer account.
• BPTS (foundation) – research invoices and PO’s in BMS to code invoices for payment.
• Internals: Create monthly work internals for both parts and labor. Send to managers, supervisors and admins 2nd to last week of the month. Last week of the month send out to parts guys and techs. Close out last month’s internals.
• Service Counter: Help answer phones, collect payment or write up a new customer at service counter when needed
• Daily scanning: Scan all parts and service invoices to the common drive then loading them to the sharepoint website
• EEEC planning: Coordinate with outside vendors or EEEC leaders to organize and plan EEEC events. Each quarter should have 1-2 events. Keep track of shipping details and communicate with organizers.
• Branch Events: Help Plan and coordinate food, Set up and tear down, Run to the store for any supplies, ex: ice, water, utensils…
• Set up / schedule training for Crane and CPR/First Aid when it comes to for renewal.
• Maintain & order office supplies
• Help managers and supervisors with random projects or anything they need help with
• Timecards and submit payroll – enter in PTO, NWA, ETC. daily, fix any UP time for techs and every Monday review and submit payroll for management approval
• Bulletin on TV monitors
• Month End Tasks
• Maintain & order coffee supplies as needed: Collect coffee inventory for when the guy arrives to help ensure we are getting what we need