Administrative Assistant

Description

The Administrative Assistant is responsible for accounts receivable, purchasing, and general accounting tasks. In accounts receivable, this role ensures the accurate and timely generation of customer packing slips and invoices for Sovereign Steel. In purchasing, the Administrative Assistant is responsible for ordering rebar materials and supplies needed for daily operations. Additionally, this position provides support with quotes and various tasks as needed. Other duties include greeting customers and visitors to the office and handling incoming calls.

Essential Functions:

· Using bookkeeping databases, spreadsheets, and software.

· Set up customer files by job and maintain billing invoices/payments.

· Preparation of statements for customers.

· Provide customer support to customers with disputes or inquiries concerning invoices or billing processes.

· Receiving and recording vouchers, cash, and checks.

· Monitor A/R, track payment and make collection calls.

· Generate Notice to Provide for materials.

· Generate Lein Waivers monthly for active jobs.

· Prepare Sales Tax breakdown for reporting to Controller

· Reconciling and reporting any discrepancies found in the records.

· Generate inventory sheet monthly to Controller

· Assist General Manager with Paylocity timecards. 

· Generals reports as requested from management.

· Perform other duties as assigned.

Requirements

Minimum Requirements:

· High school diploma required; Business or Accounting degree preferred.

· Notary preferred.

· Proficient in using a computer and Microsoft Office (Outlook, Word, Excel).

· Effective oral and written communication skills.

· Experience utilizing accounting software, preferably Quickbooks Online

· Working knowledge of basic accounting practices and procedures.

· Mathematical skills.

· Detail oriented, with the ability to meet deadlines.

· Experience working in manufacturing or construction industry preferred.

· Ability to be self-motivated, proactive and an effective team player.

· Ability to interact effectively and professionally with all levels of employees, both management and staff alike, vendors, and others

Physical Demands:

· Able to safely lift a minimum of 10 lbs.

· Able to speak and hear. 

· Able to use hands to finger, handle or feel; and reach with hands and arms.

· Able to sit for extended periods, stand, walk, type, carrying, pushing, and bending. 

· Able to work primarily indoors with varying environmental conditions such as fluorescent lighting and air conditioning.

Equal Opportunity Employer / Drug Free Workplace