Administrative Assistant/Scheduler

Monday-Friday 7:30AM to 3:30PM

Administrative Assistant/Scheduler

Duties/Responsibilities

Customer Service/Daily Tasks

• Communicate effectively with peers: dispatch, office, yard personnel
• Receive incoming phone calls/emails and disperse them accordingly
• Receive orders, phone inquiries, incoming customers & online submissions.
• Be a point of contact for dispatch to best utilize trucking needs on a daily basis
• Create/maintain dispatch schedule in the dispatcher's absence
• Have working knowledge of truck capacity and load size
• Maintain communication with drivers throughout the day to complete orders
• Process daily driver paperwork/disperse accordingly
• Be a point of contact for yard manager for incoming loads, changes in schedule, additional material needs
• Communicate with customers effectively
• Knowledge of product
• Upcoming changes (prices, hours, etc.)

General Office Duties

• Create and manage filing system for all open/paid invoices
• Process daily scale house paperwork: Separate invoices/File accordingly
• Create sales plans in the off season/propose changes for office for overall efficiency
• Provide support to management with data entry, creating spreadsheets, etc.
• Write/Distribute email, memos, letters & create forms

Accounts Receivable

• Create invoices for incoming customers
• Collect and process payments: via credit card, check, cash
• Batch daily credit cards and reconcile transactions
• Collect incoming mulch/dumpster orders and enter into the proper system
• Have working knowledge of all large customer accounts with preferred pricing and materials received/dropped off.

Account Payable

• Collect all incoming vendor invoices
• Scan all invoices into electronic database
• Enter invoices based on job # or specific business unit for accurate costing
• Be a point of contact for all payable inquiries

Education and/or Work Experience Requirements:

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers as well as co-workers.
• Must be able to work under pressure and meet deadlines while maintaining a positive attitude
• Excellent computer proficiency (MS Office – Word, Excel and Outlook).
• Operating knowledge of QuickBooks & Other Point of Sale systems (on site credit card machine, CardPointe, etc.)
• Basic accounting knowledge
• Technology savvy/problem solver
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• Exercise time management skills
• Strong organizational skills with ability to multitask
• Attention to detail and recognize trends within the office
• Practicing good judgment with decision making
• Ability to maintain appropriate attendance for what the position requires
• Willingness to adapt to new changes in policies/procedures/additional tasks
• Bring forth new ideas for sales, customer support and office procedures

Job Type: Full-time

Pay: $52,000.00 - $60,000.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Microsoft Excel: 4 years (Preferred)
• QuickBooks: 4 years (Preferred)
• Microsoft Office: 4 years (Preferred)
• Microsoft Word: 4 years (Preferred)

Work Location: In person