Office Assistant

Job Description

Job Description

Our office is seeking an office assistant to support the owner, controller, other members of our team. We are looking for someone who has 3-5 years of experience in administration, preferably with a background with basic accounting functions as well as construction and service industries. However, we are willing to train the right person. Notary preferred but not required.

We are looking for someone who has a positive demeanor, is self-motivated, eager to learn new things, flexible to changes in the day-to-day operation of the business and can remain calm during stressful situations. This person will also need to maintain confidentiality due to the nature of the business, have strong organizational and time management skills, a keen eye for detail and not apprehensive about following up with customers.

This role will not only entail providing administrative support but also the following –

· Onboarding new hires by making sure documentation is completed before the hire date as well as ordering various items such as gas cards, setting up email, completing orientation on their first day and helping answer questions they may have as they transition into their position.

· Being the point person for the company vehicles by making sure insurance is added, filing accident claims, ordering gas cards, and making sure the employee has signed the vehicle agreement.

· Collaborating with the service department and technicians to make sure service is billed in a timely manner.

· Collaborating with the owner, general manager and controller to ensure billing on projects is submitted every month.

· Entering invoices into job costing accounting software, creating POs, contacting customers for payment as well as communicating with vendors as to when they can expect payment.

· Experience with job costing software is a plus

· Ensuring related documents such as signed contracts/POs for all jobs are complete before materials are ordered and the job begins.

· Maintaining files both digitally and otherwise.

· Ordering office supplies.

· Answering phone calls between 8AM-5PM and making sure calls are routed to the correct person.

· Other assigned tasks/projects.

The hours for this position are standard office hours. This is a position that will require onsite presence in our office.