Administrative Specialist

POSITION SUMMARY: The Administrative Coordinator is responsible for managing administrative, sales, and financial processes to support efficient office operations and business growth. Key duties include handling customer communications, processing sales quotes, overseeing billing and invoicing, maintaining financial records, and supporting inside sales and payroll functions. This role also involves office management tasks like inventory control and new hire orientation support, contributing to customer satisfaction and operational efficiency.

ESSENTIAL FUNCTIONS AND SKILLS REQUIRED:

• THIS POSITION IS 100% ONSITE
• Answer and direct incoming phone calls to appropriate personnel or departments.
• Perform inside sales functions, including preparing formal sales quotes, verifying inventory, and coordinating delivery or pickup arrangements.
• Manage customer price lists and ensure pricing aligns with sales and management expectations.
• Handle billing and financial processes, including accounts receivable and payable, daily invoicing, credit card payments, and reconciliation.
• Process customer statements accurately and in a timely manner.
• Approve coding for invoices to ensure accuracy and compliance with company policies.
• Review and process work tickets, ensuring timely and accurate documentation.
• Enter data and invoices into customer portals and manage documentation using systems like Vista and TCR.
• Ensure payroll processing is completed accurately and on time.
• Address and resolve billing-related inquiries from clients or vendors.
• Strengthen relationships with current customers through effective account management and proactive communication.
• Identify and pursue new customer acquisition opportunities.
• Serve as backup for front desk coverage, job setups in TCR, and new hire orientation support.
• Manage company cell phone inventory and troubleshoot technical issues.
• Participate in vendor-led product training and collaborate with internal teams for continuous learning.
• Ensure billing and operational processes align with contract parameters.
• Assist with monthly inventory counts and cost tracking.
• Adhere to all Company Policies and Procedures.
• Perform other work-related duties as assigned.

Education, Experience And Skills Required

• High School Diploma or GED is required. Associates degree is preferred.
• Must have 2 years of experience as an office administrative assistant, sales or construction industry is a plus.
• Strong verbal, written and interpersonal skills.
• Strong sales and customer service skills with a focus on building long-term relationships.
• Knowledge of inventory management principles and best practices.
• Understanding of industry products and market trends.
• Ability to work in a fast-paced construction office environment.
• Ability to organize and prioritize workload to meet deadlines.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, OneNote, and Teams.
• Proficiency in billing software and accounting systems (Vista, TCR, Viewpoint).

EOE Statement

We are an Equal Employment Opportunity Employer. All qualified applicants will be considered without regard to race, color, religion, gender, national origin, disability, or veteran status.

PLEASE NO PHONE CALLS

Job Type: Full-time

Pay: $22.50 - $26.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Experience:

• billing: 2 years (Required)
• Administrative: 2 years (Required)
• Sales: 2 years (Required)

Ability to Relocate:

• Buda, TX 78610: Relocate before starting work (Required)

Work Location: In person

Salary : $23 - $26