Administrative Assistant

The Administrative Assistant is responsible for providing administrative support to Managers. They are responsible for assisting in the day-to-day operations of the office. Duties will include phone coverage, document handling, scheduling, entering timesheets into the payroll system, accounts payable, client invoicing, various other administrative duties.

MAJOR RESPONSIBILITIES/ACTIVITIES:

• Time Entry and Reporting of the Track Time Entry Program • Answer phones, voicemails, emails and respond to customer requests • Open jobs in IFS before inspection date so all paperwork can tie to job number • Create Job Folder for each job, maintaining all necessary documents therein (PO, JSA, etc) • Daily: Gather timesheets/gate log and add time to Track and IFS; put a copy of timesheet in each job file • Weekly: Enter time in Track and IFS from weekend from “weekly timesheets” by noon Monday. Send all timesheets to Office Manager for payroll processing each Monday. • Assist with collection of aging invoices • Assist Managers and technicians as needed

• Oversee and reconcile employee payroll, including adjustments and payroll reports.

• Assist in accounts payable processes.

• Assist in accounts receivable processes.

• Provide Management and Corporate accounting with weekly updates on current accounts receivable status.

• Assist employees with HR inquiries.

• Work closely with the Office Manager on additional tasks when required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to demonstrate professional competency and work well with others. • Ability to listen effectively, communicate clearly, and keep others informed of necessary information. • Well organized and able to use time effectively. • Ability to act independently and take initiative with work assignments. • Knowledgeable with Microsoft Office and general office machines.

MISTRAS strives to provide a positive work environment that values excellence in safety and quality, free from discrimination and harassment. Every MISTRAS employee plays a part in our Company’s success and making this a great place to work. We are committed to a work place where all employees are free to raise issues, concerns and questions for the improvement of our operations and work environment. Safety is the overriding priority in everything we do; all duties critical to safety, quality, and environmental protection are carried out in compliance with all requirements and with personal accountability.

Note to Applicants: 

Smoking is prohibited in all indoor areas of the Company unless designated smoking areas have been established by a particular location in accordance with applicable state and local law. 

Note to Rhode Island Applicants: The company is subject to Chapters 29-38 of Title 28 of the General Laws of Rhode Island, and is therefore covered by the states worker's compensation law. 

Initial ( if applicable) Massachusetts Applicants: I understand that it is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 

Initial ( if applicable): Maryland Applicants: I UNDERSTAND THAT UNDER MARYLAND LAW, AN EMPLOYER MAY NOT REQUIRE OR DEMAND, AS A CONDITION OF EMPLOYMENT, PROSPECTIVE EMPLOYMENT OR CONTINUED EMPLOYMENT, THAT ANY INDIVIDUAL SUBMIT TO OR TAKE A POLYGRAPH OR SIMILAR TEST. AN EMPLOYER WHO VIOLATES THIS LAW IS GUILTY OF A MISDEMEANOR AND SUBJECT TO A FINE NOT EXCEEDING $100.

Equal Opportunity Employer/Veterans/Disabled:

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race,
color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and
will not be discriminated against on the basis of disability.