What are the responsibilities and job description for the Executive Office Assistant position at Ally Services Co.?
Title – Executive Office Assistant (Introductory or Experienced) Part-Time
Requirements / Qualifications- Applicant should have the following qualifications or desire to learn them :
Proficiency in typing, MS Word, MS Excel, Adobe Acrobat and generic graphic / photo software.
Experience with data entry, bookkeeping and Quickbooks.
Familiarity and experience with office equipment and other computer programs / applications such as Dropbox a plus.
Strong organizational, communication and data entry skills.
Customer service experience.
Demonstrated analytical skills a plus.
Valid Drivers License a plus.
Job Position Roles and Responsibilities- Office Assistant will work side by side with the business Owner, Project Managers and Field Technicians in completion of work such as but not limited to :
Bookkeeping assistance including completion of the following tasks in Quickbooks : new project creation, invoice generation, bill entry and select vendor payment tracking, timesheet set-up and data entry, employee expense reimbursement set-up (MS Excel), and the performance of other Quickbooks tasks as requested.
Project set-up in Dropbox and issuance and request of W9 forms, Certificates of Insurance to Customers and Vendors.
Contact list management and maintenance including entering new and prospective clients in contact list.
Client communication and collections assistance including tracking and sending emails and phone calls.
The monitoring and tracking of company communications and proposals including recording and tracking outgoing and accepted proposals as well as invoice delivery to Clients.
The performance of general office organization, data entry, filing and supply tracking.
Working with various web-based platforms to obtain vendor reports and invoices.
The secondary role of this position is the completion of various office tasks such as but not limited to :
Local field delivery and pickup services for shipping packages, dropping off samples at laboratories (light travel).
The possible performance (in an overflow work capacity) of report writing assistance in the following capacities : report set-up, data entry into tables, the performance of file reviews, the obtainment of images from web-based sources and compilation and set-up of attachments and appendices.
The possible performance (in an overflow capacity) provide writing assistance for the following types of documents in MS Word : proposals, asbestos inspection / abatement / air monitoring reports, file review reports, indoor air quality investigation reports, lead paint / dust reports, mold inspection / abatement reports, Phase I Environmental Site Assessment reports, technical investigation reports and underground / aboveground storage tank reports.
Pay and Future- Competitive hourly pay commensurate with experience. Structured pay scale available for demonstration of job proficiency in handling Ally’s work. Possible position growth to Office Manager.
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