Assistant Office Manager

Due to continued growth of our company, Steffl Drilling & Pump is currently seeking a full-time Administrative Assistant/Receptionist.

We are seeking an individual who enjoys interacting with others, has a professional demeanor, detail-oriented, and top-notch customer service skills. You will also be responsible for helping manage the office function, which includes but is not limited to billing, accounts receivable, accounts payable, and the accurate reporting of the same to senior executives.

This position is a full-time, benefited position that offers a regular Monday through Friday schedule (8:00 am – 5:00 pm).

General/ Communication/scheduling

• Answering phone in appropriate manner with customers & vendors; always marketing products and services of our company

• Relaying phone & email messages to appropriate destinations promptly

• Assist with daily scheduling of work/ keep schedule board up to date

• Gopher Locates, private locates and coordinating with outside contractors

• Communicating/coordinating work with field personnel and customers

• Prepare work order information for specific jobs (wells, service, abandonment)

• Messages & communication from field personnel to management

• Keeping staff informed of changes and improvements in communication system, i.e., phone, cell phones, email, text

• Keep Marketing Customer Data up to date

• Assist customers with basic parts pick up

• Occasionally deliver parts to site

• Ordering office supplies as needed

• Greeting customers at the front door and being the face/voice of the company

Accounts Receivable/Quickbooks

• Invoicing work completed on a daily basis. Includes verify pricing with contracts, verbal quotes to individual customers.

• Payments/ entered & bank deposits daily

• Pay requests to engineers for larger projects.

• Change orders and payments.

• Collecting payments with individual customers and/or contractors

• Late payment notices

• Collection proceedings, if required (mechanics liens, small claims court)

• Track pay requests on larger projects and follow up as needed

• Close out accounts receivable at the end of month following procedure for current software.

• Maintain customer records.

• Maintain Maintenance Checkup records/ correct customer coding for mailing reminders

Accounts Payable/ Quickbooks

• AP invoices paid on time/any discounts available

• AP invoices filed with ST3 customer invoices

• Paid invoices/ auto pays/ credit cards (pd on time). Invoices filed daily

• Credit card accounts/expense spreadsheets

Payroll Related Responsibilities

• Tabulate timecards weekly; complete payroll worksheets

• Timecards tabulated emailed to employees @ end of pay period

• Record drilling footage for commissions

• MN and Federal Fuel Refund

• At EOM compile: hub records, bulk fuel record, all fuel receipts

• Using templates, complete fuel refund request as per instructions In FUEL manual

• Submit refund request on PDR1 with PDR to; mailing 2-3 months together for state; file federal for eoy submittal

• File documents as per instructions in fuel manual

• Eoy obtain fuel documentation from EACH vendor as per instructions

Employee Records

• File/information on new applicants

• Personnel files: set up for new employees/ audit annually for updates

• Certifications/Trainings/CEU’s filed in each employee file

• MVR’s on annual basis

• CDL / Medical card records for all CDL drivers: reminders to update

Safety/Assist Business Director with Meeting Safety Requirements

• Submit Safety requirements to Browz, Appruv, etc for commercial contracting

• Maintain listing of required and optional Safety Topics and documentation of those completed in house

• Safety topics to cover through payroll

• OSHA, HAZMAT, MSHA trainings annually

• Vehicle Fleet record keeping

• Correct renewal of licensing for each vehicle

• DOT inspections done on schedule

• Maintenance books up to date in shop and individual maint books up to date with invoices

• Samsara records (electronic driving logs)

Experience/ Education:

• High school diploma or equivalent

• Administrative Assistant or Related Position 2 years (preferred but not required)

• Ability to multi-task and prioritize tasks

• Basic knowledge of Microsoft Office and Excel

• Prior experience and/or familiarity with QuickBooks is a plus

Job Type: Full-time

Pay will be commensurate with experience and demonstrated skills. Starting at $20 and up.

COVID-19 considerations:

• Interviews can be conducted via Video Conferencing or in-person depending on availability. Limited customer interaction in person at this time.

Job Type: Full-time

Pay: $22.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $22 - $26