Temporary Administrative Assistant

We are seeking a Temporary Administrative Assistant to join our team!

Role Overview

We are seeking a proactive, highly organized Temporary Administrative Assistant to oversee day-to-day administrative operations and bridge the gap between our business office and field operations. The ideal candidate will seamlessly integrate into our fast-paced environment to ensure project continuity, timely invoicing, accurate data entry, and customer care. 

Key Responsibilities

• Schedule: Monday through Friday, 8am-5pm, with 1 hour lunch break
• Answering incoming calls - first point of contact for customers and homeowners calling in for service
• Supporting our field technicians with information they require
• Dispatching service technicians and schedule service calls
• Coordinating and scheduling site visit appointments for estimates
• Maintaining accurate customer records and keep database current
• Following up with customers about parts, scheduling and after service reviews
• Using Jobber, Gmail, and QuickBooks daily to manage scheduling and communications

Responsibilities:

• Oversee all aspects of construction projects from planning to implementation.
• Assist with weekly and certified payroll reports.
• Prepare inbound vendor invoices for Operations Director approval. 
• Maintain branch accounts payable files. 
• Follow procedures for batch preparation. Forward approved A/P batches to Corporate for payment.
• Keep customer accounts current by calling on past due accounts and sending monthly letters of intent on past due accounts.
• Prepare and submit reports to area branch manager, controller or other management personnel as required to support month-end closing within the specified time requirement.
• Perform the ordering and maintenance of office supply inventory. Process incoming and ongoing mail and UPS. Answer telephones and route calls.
• Maintain local branch personnel files, accounts payable and accounts receivable files and other pertinent files in an orderly and efficient manner.
• Maintain confidentiality of information at all times.
• Other duties as assigned.

Qualifications:

EDUCATION

• High school diploma or equivalent required. Some college education is preferred.
• Practical knowledge of general payroll, accounts payable and accounts receivable procedures.

REQUIRED EXPERIENCE

• 3-5 years documented experience in an Office Manager position; preferably in a construction or manufacturing environment.
• Intermediate Microsoft Word, Excel and PowerPoint skills. Ability to create spreadsheets. Must be able to type at least 40 wpm. Ability to use a fax machine, scanner, copier and other general office equipment.
• Experience with certified payroll is highly desirable.

OTHER SKILLS AND ABILITIES

• Exceptional written and verbal communication skills. Excellent relationship management skills. Outstanding phone etiquette.
• Dependable, punctual, mature, confident and accountable.
• Must be highly organized with the ability to follow through in a fast-paced environment. 
• Positive and energetic attitude!

Renovations of Distinction LLC offers the following:

• Competitive Pay & Performance Review at End of 3 Month Tenure
• Company Computer 

Renovations of Distinction is a family first company committed to providing clientele with distinct customer service and exceptional quality construction work while building trusted relationships throughout the community. We strive to provide high-quality and cost effective construction services for multi family, residential and student living in the greater Triangle area and beyond.