Office Administrator

The Administrative Assistant role requires the employee to be reliable, timely, attentive, and ability to communicate clearly and effectively with a high value on customer service to both external and internal individuals.

The Assistant position is responsible for the assigned daily Accounts Payable, payroll, and general office tasks, and assists in other departments as needed. They will foster good relationships with customers both on the phone and walk in, and employees. They will work independently and, in a team, when needed.

• Essential Duties & Responsibilities :
• General Office Tasks
• Maintain front office, back up Accounts Payable Specialist and Senior Manager
• Maintain supply ordering and organization
• Listen to messages on main phone / transfer
• Assist walk in customers, vendors, or employees and direct as needed
• Keep front office and other common areas tidy and organized
• Maintain confidentiality of employees, coworkers, vendors, and customer's information
• Account Payable
• Process, data enter, cost code, with attention to detail, and efficiency
• Reconcile monthly vendor statements, addressing issues as needed
• Track and Request vendor insurance certificates
• Complete additional tasks requested by managers
• Human Resources
• Interact directly with employees and potential employees
• Accept and manage applications, assisting applicants when requested
• Onboarding and hiring of new employees
• Collect and reconcile weekly payroll hours
• Prepare monthly birthday cards for field and office employees in a timely manner
• Prepare, mail, and track Safety Sheets, providing monthly copy to Project Manager
• Other Misc. Duties
• Maintain and create necessary documents and supplies for field managers including MSDS, Safety binders, First Aid Kits, and any other necessities that arise
• Maintain and collect monthly vehicle mileage
• Assist with any other department tasks and duties as needed such as scanning, organizing, mailing, printing, filing, and translating
• Backup any office absences as needed
• Education / Qualification :
• kill, Knowledge, and Abilities
• Bilingual Spanish / English (helpful)
• Attention to detail with efficiency and speed
• Able to multitask and switch between tasks quickly
• Ability to recognize your own errors and find solutions to prevent them
• Able to take phone messages accurately and forward them to the correct manager
• Computer skills including Excel and Word
• Adaptable to learning new programs quickly
• High school diploma or GED Equivalent
• Errands run on occasion
• Manage office supplies
• Two or more years of related experience
• 18 years or older
• Knowledge of Quickbooks and Foundation helpful, preferred but not required
• Knowledge of Job Cost Accounting beneficial, preferred but not required
• Other Duties :
• Adheres to the Code of Conduct, Confidentiality Agreement, and Company Safety Policy
• Performs other duties as assigned
• Physical Requirements :
• Body Positions - Long periods of sitting and / or standing while working on a computer
• Body Movements - Ability to stoop; kneel; carry fifty (40) pounds; operate a computer for extended periods; and operate a scanner, printer, and phones
• Mental - Requires general understanding of math, accounting, reading, writing, spelling, and communication skills. Able to maintain calm and efficient on busy days.  Ability to get along with a variety of personalities
• Benefits and Perks :
• Excellent pay
• Medical, dental, vision
• Company paid life insurance
• Company paid short term disability
• 401K with employer match
• Paid vacation and company holidays
• Company vehicle (if job applicable)

Pye Barker Fire and Safety is an Equal Opportunity EmployerPandoLogic. Category : , Keywords : Clerk