Administrative Assistant

Job Description

Job Description Administrative Assistant / Receptionist Department: Administration Reports To: Branch Manager Work Schedule: Full-Time, 40 hours per week Location: Branch Based –Illinois Compensation: Hourly, Non -Exempt FLSA Also known as: Office Administrator

Overview The Administrative Assistant / Receptionist provides essential administrative and front-office support for branch operations. This role serves as the primary point of contact for incoming calls and visitors while supporting branch-level employees with general office and administrative tasks. The position requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced office environment. Reports To Branch Manager

Key Responsibilities Serve as first point of contact at branch Receive and direct incoming calls, take messages, and route inquiries to appropriate personnel. Greet visitors and maintain a professional front-office environment. Perform general office duties, including copying, scanning, filing, and document management. Enter and process credit card receipts accurately. Log branch sales calls and maintain related records. Assist with booking hotels and travel arrangements for branch employees and management as needed Coordinate catering/meals for branch training(s) and meetings. Ensure office supplies are properly stocked and ordered as needed. Scan and file safety, HR, and other administrative documents. Print and post company policies and procedures around the branch as required. Assist with basic HR-related administrative tasks and special projects assigned. Maintain organized office records and administrative files. Provide administrative support to branch-level employees as needed. Accurate and timely bill for sales orders and service work orders. Collaborate closely with Sales, Service, the Branch Manager, and Accounting to resolve billing questions or discrepancies. Ensure all invoices are complete, correct, and processed according to company standards. Enter vendor bills into the system accurately and on time. Review bills to ensure they match the corresponding purchase orders. Flag any discrepancies or changes in routine/vendor billing for review. Qualifications High school diploma or GED required; additional training preferred. Previous experience in an administrative or receptionist role preferred. Strong organizational and time-management skills. Professional verbal and written communication skills. Proficiency with basic office equipment and computer systems. Ability to manage multiple tasks while maintaining accuracy and attention to detail. Professional appearance and positive customer service attitude. Remote / Hybrid Work This position is not eligible for remote or hybrid work. All duties are performed on-site at the branch office.

Travel Requirements No travel is required for this position.

Schedule & Compensation Full-time position with a minimum of 40 hours per week. Compensation is hourly.