Administrative Assistant

Job Summary: The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the assigned department by performing a range of clerical and administrative duties. This position requires a highly organized and detail-oriented individual with excellent communication and multitasking skills to support day-to-day operations.

Key Responsibilities:

• Document Management: Reconcile, organize, and file all field service reports and related documents as requested.
• Invoice Management: Research and resolve discrepancies or issues with invoices; escalate unresolved matters as needed.
• Client Liaison: Act as the primary point of contact for major clients and customers, providing PO information and maintaining strong working relationships.
• Job Coordination: Oversee the creation, management, and closing of jobs. Maintain job details, including invoicing, bill of materials, and job codes.
• Payroll Support: Assist with weekly payroll entry to ensure accurate processing.
• Administrative Support: Provide backup support for other administrative functions within the district as necessary.
• Project Assistance: Support office and district management with various special projects as assigned.
• Inventory and Billing Tracking: Assist with labor entry, third-party billing, and truck inventory tracking by area.
• Purchase Orders & Sales Orders: Manage PO requisitions, create and review sales orders for accuracy.
• Customer Service: Respond to administrative inquiries, providing timely and effective resolution.
• Office Supplies & Equipment: Monitor office supply inventory and coordinate maintenance for office equipment.
• Additional Duties: Perform other related administrative tasks as assigned to support the department's needs.

Required Skills & Abilities:

• Communication: Strong verbal and written communication skills to interact effectively with team members, clients, and management.
• Billing & Accounting Knowledge: Experience with billing and accounting processes is a plus.
• Interpersonal Skills: Excellent customer service skills with a focus on building positive relationships.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or similar software.
• Organizational Skills: Exceptional organizational skills and attention to detail to manage multiple tasks simultaneously.
• Clerical Knowledge: Basic understanding of clerical systems, record-keeping, and filing procedures.
• Self-Sufficiency: Ability to work independently with minimal supervision.
• Software Experience: Familiarity with SYSPRO is a plus.

Education & Experience:

• High school diploma or equivalent required.
• 2-5 years of experience in an administrative support role, with preference for experience in a similar industry.

Physical Requirements:

• Ability to sit for extended periods while working on a computer.
• Ability to lift up to 15 pounds on occasion.