Admin Assistant

Job Description

Job Description

About Us:

TME & Affiliates, Inc. is a well-established paint and finish specialty construction company that has proudly served the community for 36 years. We're a tight-knit team divided into two main groups: Office Operations, handling the administrative side, and Field Operations, focused on the construction aspects. We value master craftsmanship, innovation, and a supportive team environment.

Who We Are Looking For:

We are seeking an adaptable individual who is eager to learn and ready to take on various roles to support our business as needed. We invite you to apply if you are a proactive problem-solver who thrives in a dynamic workplace. The ideal candidate is dedicated to a long-term career with us, carries a strong “Can Do” attitude, and is comfortable balancing administrative tasks with hands-on inventory tracking. Crucially, we seek candidates with experience in smaller company environments, where versatility, physical stock counting, and cross-departmental involvement are common. If you want to apply your skills, explore various facets of our business, and grow with us, we invite you to submit your application.

Position Summary:

As our Administrative Assistant, you'll become part of the central hub for our in-office operations and field team, ensuring smooth communication, material tracking, and efficient processes. You'll handle daily financial transactions within our software, bridge the gap between our office and warehouse storage, and provide administrative support to keep our operations running smoothly.

Key Responsibilities:

• Financial Administration: Process financial transactions, perform accurate data entry, and maintain clean records within financial software.
• Accounts Receivable/Payable Support: Provide support in AR/AP processes, including matching receipts, verifying invoices, and the preparation and printing of checks.
• Inventory Tracking & Control: Monitor, count, and audit material inventory levels. Maintain organized, up-to-date tracking records to minimize stock discrepancies and keep logs clear.
• Communication & Collaboration: Serve as a bilingual liaison between office and field teams, facilitating clear communication and resolving operational issues.
• Project Support: Provide administrative support to management, including document preparation, file management (invoices, bills, receipts), and data entry.
• Office Operations: Assist with incoming communications (phone, email, correspondence), maintain organized physical and digital filing systems, and contribute to an efficient office environment.

Qualifications:

• Language Skills: Full fluency in both English and Spanish (written and verbal) is required for effective communication with our diverse team and field crew.
• Software Proficiency: Strong command of MS Office Suite (with intermediate Excel experience for data tracking) and proficiency in QuickBooks Online.
• Inventory & Warehouse Familiarity: Practical experience working in a warehouse, stockroom, or material yard setting—specifically with physical inventory counting and tracking—is highly preferred.
• Experienced Professional: Proven experience in an office administrative role, showcasing exceptional organizational skills, a high level of attention to detail, and a strong aptitude for learning new systems and workflows. Experience in a construction setting is highly preferred.
• Small Company Experience: Prior experience working in smaller companies where cross-functional teamwork and versatility are required is highly desirable.
• Soft Skills & Teamwork: Meticulous attention to detail, strong time-management habits, and the ability to work well within a collaborative team environment as well as independently.
• Customer Service: Able to effectively and professionally communicate with contractors, homeowners, office staff, and field crew.

Physical Requirements:

• Stationary Work: Sit or stand at a computer workstation for extended periods.
• Mobility: Walk throughout the office, shop, and warehouse facilities to track stock.
• Active Tracking: Stand for long intervals to inspect, verify, and take notes during shop deliveries.
• Lifting: Raise, lower, and carry inventory boxes or supplies weighing up to 20 lbs.
• Dexterity: Use hands and fingers to type on keyboards, operate scanners, and handle small parts.
• Positional Movements: Bend, stoop, crouch, or reach to count inventory on high or low shelves.
• Visual Clarity: See fine details, part numbers, and barcodes up close on labels or computer screens.
• Environmental Comfort: Work comfortably in an environment that may change in temperature, such as an open shop or delivery bay.

\nCompany Description

Join our supportive team, thrive in a fast-paced environment, and make a significant impact with your experience and input. We look forward to hearing from you!

Company Description

Join our supportive team, thrive in a fast-paced environment, and make a significant impact with your experience and input. We look forward to hearing from you!