Administrative Assistant

Job Summary:

The Administrative Assistant will oversee and assist Managers with monitoring employees time sheets, invoice processing and general administrative procedures in the division.

Duties/Responsibilities:

Payroll:

• Ensure accurate and timely entry of hourly personnel data: Verify the accuracy of employee information, work hours, and applicable deductions to minimize errors.
• Review and analyze monthly labor postings: Examine labor cost allocations, identify discrepancies or inaccuracies, and provide suggestions for improvements.

Accounting Administration:

• Assess the weekly aged accounts receivable report: Monitor outstanding invoices and their aging status, identify potential collection issues, and take appropriate action to resolve them.
• Provide recommendations on optimal collection methods: Evaluate the efficiency of current collection processes, develop new strategies, and utilize available resources to maximize the recovery of outstanding debts.
• Manage purchasing and accounts payable invoices: Oversee invoice processing, verify the accuracy of charges, and maintain an organized system for tracking payments and due dates.
• Maintain up-to-date email logs and client billing files: Keep accurate records of client communications and billing information to ensure smooth operations and client satisfaction.

General Office Duties:

• Manage phone calls and greet guests professionally: Provide excellent customer service by directing calls to the appropriate parties, answering questions, and welcoming visitors with a friendly demeanor.
• Oversee the ordering of supplies, filing, and handling of incoming and outgoing mail: Maintain an organized and efficient workspace by managing office materials, ensuring the timely delivery of correspondence, and keeping records up to date.
• Prepare client proposals, contracts, and correspondence: Draft and edit professional documents to support client relationships, including proposals, agreements, and other communication materials.
• Maintain comprehensive customer files in the CRM platform: Update customer records, track interactions, and monitor sales pipelines to improve customer relationship management.
• Conduct monthly billing reviews: Analyze client invoices for accuracy and completeness, identify discrepancies, and work with internal teams to resolve issues.

Human Resources:

• Coordinate with HR on posting for open positions.
• Assist management with pre-screening calls, setting interviews, and providing applicants with applications, or website link.
• Coordinate with HR on onboarding process and participating on the onboarding for the division training.
• Coordinate PPE ordering, distribution, and returns: Manage the procurement and distribution of uniforms, facilitate exchanges or returns when necessary, and maintain accurate inventory records.

Qualifications:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

A 2 or 4-year degree in business or a related field, or a minimum of 3 years of experience in a business office with accounting-related responsibilities: Candidates should possess relevant education or professional experience, demonstrating their ability to manage financial tasks, oversee office operations, and contribute to an efficient work environment.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus opportunities

Experience:

• business accounting: 2 years (Required)

Language:

• Spanish (Preferred)

Work Location: In person