What are the responsibilities and job description for the Division Administrative Assistant position at Muth Electric, Inc.?
Position Summary
Provides administrative support to the Division Office on all matters as requested.
Position Responsbilities
Provides administrative support to the Division Office on all matters as requested.
Position Responsbilities
- Operate computers programmed with accounting software to record, store, and analyze information.
- Answer and direct phone calls as appropriate. Screen particular calls as necessary (to eliminate and reduce unwanted calls by telemarketers).
- Create work order tickets
- Enter and verify labor, material, other costs, completion, and cost summaries for Work Orders.
- Match packing slips with invoices, and record the necessary information to perform invoice approval.
- Enter Change Orders as directed.
- Track Service Jobs In Progress.
- Verify weekly timecards
- Prepare correspondence such as quote letters and mailings in a timely fashion.
- Handle freight claims.
- Complete Service Estimates as directed.
- Perform collections for past due customers.
- Meet deadlines set by Corporate for weekly and month end processing.
- Track petty cash, process credit card payments and make bank deposits as necessary.
- Assist in purchase order entry as needed.
- Assist showroom customers if necessary.
- Assist Service Manager as necessary.
- Assist Customer Service Representative as necessary and applicable.
- Prepare, complete and submit Operation and Maintenance Manuals (O&M) as required by project.
- Receive and maintain shop drawings for all projects in progress.
- Track vehicle wash records, log mileage transfers, and other pertinent information as directed.
- Complete locates as requested.
- Complete state and city affidavits as requested.
- Complete employee orientations, collect required paperwork and communicate necessary information.
- Perform general administrative office duties such as but not limited to copying, updating manuals, ordering general office supplies, filing, sorting and distributing mail and faxes, and handling correspondence. Including the coordination of pick-up and delivery of express mail services (FedEx, UPS, etc.)
- Perform other duties as requested and assigned in a timely fashion.
