Administrative Assistant

The Administrative Assistant is accountable to provide clerical and administrative support to the rental services branch in the areas of work order data entry/filing/reporting, purchase order tracking, accounts payable processing, and other branch-related clerical activities and tasks. This position reports to the Branch Manager, Rental Services.

• Answer and direct telephone callers to the appropriate party. Provide callers with basic information such as company address, directions to the branch, company fax numbers, company website, and other related information. Greet and direct incoming visitors and customers to the branch.
• Issue, track, and maintain department-related purchase orders. Enter and code accounts payable invoices for approval and payment. Investigate related discrepancies and disputes.
• Receive and code customer accounts receivable payments for processing. Maintain and complete related reports. Prepare and make daily bank deposit. Maintain petty cash account.
• Receive, sort and forward incoming mail to the appropriate party. Prepare outgoing mail. Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Support and administer the collection, filing, and further processing of a variety of reports, documents, and recordkeeping items such as insurance certificates for rental equipment, vehicle inventory and tag renewals, highway driver permits, customer credit applications, customer and vendor files.
• Coordinate the ordering, receiving, stocking and distribution of branch office supplies.
• Assist with other related clerical duties such as photocopying, scanning, faxing, filing, and coordinating business travel arrangements for branch employees.
• Maintain a professional and proper personal appearance at all times.

• High school diploma or GED equivalent required .
• Minimum 2 to 3 years relevant experience and/or training, or equivalent combination of education and experience as a receptionist or as an administrative assistant, preferably in an industrial-related retail environment.
• Articulate and professional telephone communication skills.
• Excellent verbal, written, and interpersonal communication skills.
• Refined organizational and customer service skills.
• Ability to work independently in a fast-paced, dynamic, and deadline sensitive environment.