The Administrative Assistant provides support to the Office and Operations Manager with minimal supervision. They will support the company mission, policies, procedures, and exhibit a commitment to excellence and collaboration. This person must be able to prioritize, handle sensitive information with confidentially and meet deadlines. A successful Admin will be innovative, committed, use independent judgment to organize a diversified workload.
Position Type: Part-Time
The Administrative Assistant will be assigned specific functions from the general list below but should be cross-trained to perform all listed duties.
Answer/Direct phone calls; take messages to assist Managers
Create, enter, record purchase orders for business unit
Review Drivers Logs and Drivers Vehicle Inspection Reports along with timecards for accuracy and maintain for records
Maintain all Job Files; create folder; file permits, Daily Work Reports, and POs
Request Certificates of Insurance of Liability and Bonds for the business unit
Business Licenses complete application and renewals for Business Unit
Overall processing of invoices for payment. Maintain client files and send completed AR to Corporate.
Complete Well Completion Reports after each job is completed
Work with accounting to clear unapproved invoices and purchase orders for month end closing.
Maintain/Updating job files and employee certificates in SharePoint
Maintain UPS/FedEx Accounts and ship packages
Process manual and/or COD checks when needed.
Complete all other duties and projects as assigned.
JOB REQUIREMENTS AND QUALIFICATIONS
High School Diploma, preferred Associates Degree
At least three years office experience or combination of post High School Education and experience. Excellent verbal and written skills.
Must be proficient in MS word, Excel, PowerPoint and ability to learn other programs and software used by the company and ability to access and use data base
Ability to work independently and with a team, keeping confidentiality. Ability to work overtime if needed.