Administrative Assistant

Job Description

Administrative Assistant

We are assisting a well-established organization in hiring a detail-oriented and organized Administrative Assistant to support daily service operations and billing activities. This role is responsible for processing service work orders, preparing customer invoices, verifying payroll and material costs, and providing general administrative support. The ideal candidate will have strong data entry skills, an eye for detail, basic accounting knowledge, and a positive, team-oriented attitude. Pay up to $22 an hour.

Responsibilities:

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• Process and enter service technicians’ work orders into the service management system, ensuring accuracy and completeness.
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• Interpret and transcribe detailed descriptions of work performed.
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• Review and verify payroll hours by comparing work order documentation to time posted in the system.
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• Confirm that all materials used on service jobs have been properly entered and recorded; coordinate with Accounts Payable when necessary.
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• Audit completed work orders for accuracy and completeness prior to invoicing.
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• Batch, print, and prepare invoices for management review and approval.
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• Distribute approved invoices to customers via email, company web portals, or traditional mail as required.
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• Utilize service management software to process work orders and generate customer invoices.
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• Support the integration of Accounts Payable, Accounts Receivable, and inventory functions within the service management system.
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• Provide general administrative support, including answering and directing incoming phone calls as needed.
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Qualifications

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• Previous experience in invoicing, billing, administrative support, customer service, or accounting.
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• Strong data entry and organizational skills with a high degree of accuracy.
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• Working knowledge of Accounts Payable, Accounts Receivable, or general accounting principles preferred.
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• Proficiency in Microsoft Excel, Word, and Outlook.
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• Strong attention to detail, problem-solving abilities, and time management skills.
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• Positive attitude, strong work ethic, and willingness to learn new systems and processes.
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