What are the responsibilities and job description for the Administrative Assistant position at MGC Roofing?
Description:
MGC Roofing and Construction is seeking a detail-oriented and organized Administrative Assistant to join our team. As an Administrative Assistant, you will play a crucial role in supporting daily operations, maintaining records, and ensuring the smooth functioning of office activities. If you are proactive, self-motivated, and have experience in administrative tasks within the construction industry, we encourage you to apply.
Job Responsibilities:
- Accurately code and enter invoices for payment processing.
- Interpret and analyze contract language from awarded contracts.
- Process checks on a weekly basis.
- Monitor Accounts Receivable Aging reports weekly.
- Input data from ERP into CRM software.
- Address customer inquiries regarding invoices and payments promptly and professionally.
- Collaborate closely with accounting, company operations, and field employees.
- Assist in month-end close processes.
- Adhere to company policies and procedures.
- Proficiently utilize computer skills including MS Office (Word, Excel, Outlook).
- Enter billing information accurately into the accounting system.
- Distribute completed billings via email.
- Maintain records of company credit card transactions.
- Manage service agreements and logs.
- Schedule service work orders efficiently.
- Conduct collection calls for past due billings and perform other accounting tasks as needed.
- Respond to all incoming client service calls courteously and promptly.
- Document all work processes accurately and in a timely manner.
- Answer and direct incoming phone calls effectively.
- Provide basic and accurate information in-person, over the phone, and via email.
- Communicate job status updates with current clients when necessary.
- Update calendars and schedule appointments with clients.
- Perform additional clerical receptionist duties as required.
- Operate standard office equipment proficiently.
- Maintain a clean and organized desk area.
- Prepare and post customer invoices in the Company’s ERP system.
- Monitor and report on Accounts Receivable to assist management in evaluating outstanding balances.
- Perform various accounting and administrative activities.
- Assist the controller in preparing key metrics and analysis.
Knowledge, Skills, & Abilities:
- Strong organizational and follow-up skills.
- Excellent communication and interpersonal abilities.
- Detail-oriented with exceptional multitasking capabilities (Required).
- Proven ability to thrive in a fast-paced, high-volume environment.
- Self-motivated with a strong work ethic.
- Minimum 2 years of experience as a billing clerk/administrator or accountant in a construction service department.
- Proficient in MS Office applications (Word, Excel, Outlook).
- Experience as a Receptionist or similar role.
- Hands-on experience with office equipment (e.g., fax machines, printers).
- Professional demeanor and appearance.
- Superior written and verbal communication skills.
- Resourceful and proactive approach to problem-solving.
- Outstanding organizational and time-management skills, with the ability to prioritize tasks effectively.
- Customer-centric attitude.
- Experience in a contracting or construction environment.
- Fluent in both English and Spanish (Bilingual).
Benefits Include:
ESOP
PTO
Holidays
Medical Insurance
Location
Miami, FL
Department
Office
Employment Type
Full-Time
Minimum Experience
Entry-level
Compensation
40k to 50k
