Administrative Assistant Receptionist

Job Summary

The Marysville Administrative Assistant provides front-office and administrative support for Area Electric's Marysville operations, with responsibilities that also extend to Area Marion, Ovis Marysville, Regal Marion, and Regal Columbus. This role keeps job files, purchase orders, material requisitions, and work orders organized and accurate, and serves as a key point of coordination between the warehouse, field personnel, accounts payable, and project managers. The position is also expected to grow into additional responsibilities that free up other office staff to focus on direct project management support.

Essential Duties and Responsibilities

Job File & Paperwork Management

• Receive packing slips from warehouse and field personnel; check packing slips for job numbers and PO numbers, stamp, scan to AP, and file in the job file.
• Track down job numbers for paperwork received without one, or received with an incorrect job number.
• Organize and audit job files, matching material, subcontractor, equipment, and other expenses against Dynamics.
• Pull jobs that are complete and pull/organize monthly partial job packets.
• Track down missing items from job files.
• Investigate paperwork received for inactive projects.

Material Requisitions & Accounts Payable

• Price or extend pricing on material requisitions.
• Enter and file material requisitions.
• Email and file credit card receipts.
• Print and file invoices received from AP.

Work Orders

• Set up work orders in Dynamics, ensuring they are entered correctly before invoicing.
• Audit work orders for accuracy prior to invoicing.
• Set up CMG work orders and route to the appropriate team member for completion.
• Update CMG work orders with all required information when returned, and combine with any related paperwork received.
• Track CMG work orders and associated paperwork through completion.

Office & Inventory Management

• Inventory and organize office supplies and warehouse cabinets.
• Inventory and organize company T-shirt supply.
• Inventory break room items.
• Maintain a clean, organized office by clearing out old or unneeded items.

General Support

• Assist the Office Manager with miscellaneous tasks and email correspondence.
• Track down miscellaneous information needed from, or by, employees, AP, and AR.
• Support onboarding of new office procedures and may serve as a backup point of contact on general HR-related administrative matters, as needed.

Growth Responsibilities

As the Marysville Admin becomes established in the role, the following responsibilities will be phased in to free up other office staff to focus on assisting Project Managers:

• Type and process purchase orders for Area Marion, Ovis Marysville, and Ovis Columbus.
• Write up and enter all work orders.
• Prepare and process billings.
• Track down miscellaneous information needed from, and by, employees, AP, AR, and other departments.

Qualifications

• High school diploma or equivalent required; associate degree in business or related field preferred.
• 1-3+ years of administrative, office support, or bookkeeping experience; construction or contractor industry experience preferred.
• Working knowledge of Microsoft Dynamics (or a comparable ERP/accounting system), or ability to learn quickly.
• Proficient in Microsoft Office, particularly Outlook and Excel.
• Strong organizational skills and close attention to detail, with the ability to manage multiple job files and deadlines simultaneously.
• Clear written and verbal communication skills; comfortable coordinating across field, warehouse, and office teams.
• Trustworthy and discreet when handling sensitive paperwork, billing, and personnel-related information.

Physical Demands & Work Environment

• Primarily an office environment based out of the Marysville location; regular, predictable attendance is required.
• Extended periods of sitting and computer/keyboard use.
• Occasional lifting of files, supplies, or inventory items (up to approximately 25 lbs).
• Occasional movement between office, warehouse, and storage/supply areas.
• Adherence to company dress code policy.