Administrative Assistant

Job Summary:

The Administrative Assistant will be responsible for verifying timecards and GPS reporting, ensuring accuracy and compliance with company policies. This role requires strong organizational skills, attention to detail, and the ability to handle confidential information.

The ideal candidate will be in the Hobbs or Carlsbad, New Mexico or Lamesa, Texas area.

Key Responsibilities:

• Conducts electronic filing for customer invoices.
• Mails and e-mails invoices to customers.
• Assists with accounting on customer receivable aging.
• Review and verify employee timecards for accuracy and completeness.
• Ensure all time entries are properly documented and approved by the appropriate supervisors.
• Address any discrepancies or issues with timecards promptly and efficiently.
• Monitor and verify GPS reports for employee work locations and travel.
• Cross-reference GPS data with both field tickets and timecards to ensure consistency and accuracy.
• Investigate and report any discrepancies between GPS reports and timecards.
• Maintain accurate records of timecard and GPS report verifications.
• Ensure all timecard and GPS reporting practices comply with company policies and relevant labor laws.
• Stay up-to-date with changes in company policies and procedures regarding time and attendance.
• Provide support to employees and supervisors regarding timecard and GPS reporting inquiries.
• Communicate effectively with team members and other departments to resolve issues and improve processes.
• Perform general administrative duties, including filing, data entry, and document management.
• Assist with special projects and tasks as assigned by the supervisor.
• Maintain, clean and care for all assigned equipment.

Qualifications and Education Requirements:

• High school diploma or equivalent; additional education or certification in office administration or related field is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong attention to detail and accuracy in data entry and record-keeping.
• Excellent organizational and time management skills.
• Ability to handle confidential information with discretion.
• Effective communication skills, both written and verbal.
• Problem-solving skills and the ability to work independently.

Work Environment:

• This role is situated within a professional office environment and regularly utilizes standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines.
• While executing job responsibilities, the employee will regularly engage in verbal communication. Additionally, physical demands include standing, walking, manual dexterity tasks, and reaching.
• Occasional physical activities may include sitting, climbing, balancing, stooping, kneeling, crouching, or crawling. The position involves frequent lifting and moving of objects weighing up to 10 pounds, with occasional lifting of objects up to 20 pounds.
• This is a full-time position with working hours scheduled from Monday through Friday, starting at 7:30 a.m. and concluding at 4:30 p.m.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While executing job responsibilities, the employee may be required to engage in occasional standing, walking, sitting, manual manipulation of objects, tools, or controls, reaching, climbing stairs, and verbal communication. Additionally, the employee may occasionally need to lift or move office products and supplies weighing up to 20 pounds.

Travel:

• No travel is expected for this position.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Ingram Professional Services, Inc is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We offer competitive compensation and benefits packages, including health insurance, retirement plans, and opportunities for professional development and advancement.