Administrative Assistant - Construction

American Overhead Door and Dock is growing and we are looking to add an Administrative Assistant to our Service Division.

Admin – Job Requirements

• Must be able to read and respond to a high volume of emails on a daily basis
• Must be highly organized and able to manage multiple tasks at one time
• Must have extensive experience with Microsoft Office (Word, Excel, and Outlook specifically)
• Excellent communication skills are required
• Previous experience with Quickbooks preferred
• Previous experience as a department scheduler preferred
• Daily duties will include coordinating shipments and deliveries with our suppliers and project management team, tracking task status, updating production schedules, and other duties as assigned

General Office Duties:

Answer ALL incoming calls and disburse accordingly.

- Service, Estimating, Receiving, Parts, or Accounting

- Take messages and email to correct contact if no one is available

- Make weekly Post Office runs.

- Open and sort ALL incoming mail.

Accounts Payable:

- Receive and enter vendor invoices - match to open PO and/or job accordingly.

- Receive and enter all utility bills.

- Download AMEX statements and enter them as a bill

- match and move vendor POs to AMEX accordingly

- post remaining charges to correct expense accounts.

- Match payment stubs to correct bills and file accordingly.

- Review vendor statements – match accordingly and request missing invoices.

Complete new vendor credit applications.

Vehicle Updates:

Vehicle Registration

- Renew yearly vehicle registrations and distribute to correct employee

- EZ Pass

- Calculate personal usage

- Update accounts on ever-changing vehicles

- Dispute any violations

- Vehicle Fleet Manager - Update with incoming service invoices on vehicles

- Email techs monthly reminders regarding missing oil changes

*Duties to expand as employment grows*

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Microsoft Office: 2 years (Preferred)
• QuickBooks: 2 years (Preferred)

Ability to Relocate:

• Levittown, PA 19057: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $25