We are looking for a responsible, energetic Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and completing our company’s general administrative activities.

Administrative Assistant responsibilities include preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

RESPONSIBILITIES

Office Responsibilities

• Answers and transfers phone calls, screening when necessary.
• Open the front door and get mail.
• Welcomes and directs visitors and customer.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules meetings, and appointments as needed.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office and building supplies and coordinates maintenance of office equipment.
• General office support to all.
• Scan drawings and assist engineering as needed.
• Support upkeep of project status board.
• Maintain a filing system including hard and electronic copy.
• Assist and maintain office policies and procedures
• Maintain company contacts

Accounts Payable

• Process accounts payable invoices, including tracking material receipts.
• Reviews all invoices for appropriate documentation and approval prior to payment.
• Distributes signed checks as required.
• Answers all vendor inquiries and reconciles vendor statements.
• Maintains all accounts payable reports and files.
• Processes credit card statements, payments and credits.
• Files all A/P related items as required.

Accounts Receivable

• Applies customer payments to outstanding invoices.
• Prepares deposits as needed.
• Researches and solves payment discrepancies.
• Weekly collection calls.
• Assists with billings as needed.

Financial/Project Support

• Run weekly labor reports
• Run monthly inventory reports for value statements
• Print and hang monthly KPI reports
• Track monthly cycle counts for inventory
• Set up new projects in accounting software
   

Warehouse & Facilities

• Ensures that facility equipment is properly maintained
• Helps solicits pricing for building contracts, such as snow plowing, cleaning, and landscaping
• Coordinates and schedules general repairs
• Cooridante routine maintenance on building systems as required
• Cleans and assists with upkeep of the facilities

Fleet Maintenance

• Schedule maintenance and repairs for company vehicles
• Drop off and pick up vehicles as needed
• Ensures vehicles are kept clean and tidy
• Coordinates towing as needed

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Competencies

• Creativity
• Initiative
• Ethical Practice
• Relationship Management
• Time Management
• Communication Proficiency

• Organization Skills
• Problem Solving/Analysis
• Results Driven/Flexibility
• Thoroughness
• Fast-Paced

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in an office environment and a field setting. This role routinely uses standard office equipment such as laptop computers phones, photocopiers, and filing cabinets. When in the field you may need to use industry, specific tools including thermal scanners, air-balancing tools, meters, etc.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear, walk, sit and use hands to operate computer keyboard and telephone.  The employee is sometimes required to reach with hands and arms; climb or balance; and stoop, kneel or crouch; crawl.  The employee will be required to occasionally lift up to 30 lbs.  Be able to stand for extended periods of time. Specific vision abilities include close vision, distance visions, color vision, depth perception and ability to adjust focus. Must be able to climb ladders.

Position Type/Expected Hours of Work

This is a full-time position in person position. Days and hours of work are Monday through Friday, 7:30 a.m. to 4:30 p.m. This position occasionally requires overtime.

Education and Experience

• Proven experience as an administrative assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like copiers and printers
• Advance abilities in MS Office (Excel, Word, PowerPoint, and Outlook in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree

Additional Eligibility Qualifications

• Ability to pass drug screening.
• Ability to pass formal background check, both BCI (Ohio) and FBI.
• Ability to prove U.S. Employment eligibility.
• Will be required to complete a personality profile.

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