Office Admin

Modern Machining Solutions

Key Responsibilities

Office Administration

Provide administrative support to all office personnel.
Schedule internal and external meetings and coordinate catering as needed.
Maintain and troubleshooting general office equipment, coordinate service calls when necessary.
Plan and organize company events (e.g., annual holiday party) as approved by management.
Order and manage office supplies; maintain cleanliness and organization of shared spaces (fax/copy room, kitchen).
Handle all incoming and outgoing mail, including UPS shipments.
Answer and direct incoming calls for all office locations.
Greet and assist visitors, ensuring they are directed to the appropriate contact or location.
Coordinate hotel accommodation for visiting employees and guests.
Manage building cleaning and maintenance vendors.
Order supplies for the production office and shop.
Ensure all vehicles have current tags, insurance cards, fuel cards and maintenance.
Handle sensitive and confidential information with discretion and professionalism.
Perform all other duties as assigned.
Solicit COI's from corporate as needed for project compliance and/or contract execution.
Ensure OSHA logs are posted in the facility to maintain compliance.

Accounting Support

Generate daily service billings.
Updates daily the "Bible" with any new work sold/projects that have been paid in full/end of month updates, change orders, etc.
Update monthly billing sheet with all billings that have been sent out for that month.
Stamp, code and approve all invoices and review with GM.
Track all invoices related to service work and ensure they are billed.
Fill out a service project tracker sheet and request job numbers on new jobs, enter all information into Computer Ease (AIA and cost code information).
Create expense and mileage reports for office and field personnel.
Collect weekly timesheets/ Make sure all timesheets have correct job names, numbers, codes and hours.
Ensure accounts receivable are followed up weekly with updates to PM/GM.
Review accounts payable, overhead, credit card statements and check logs with GM weekly/monthly.
Ensure all field/shop personnel receipts are collected and audited for job costing/billing purposes.

Human Resources Support

Assist HR with onboarding, benefits enrollment, and documentation collection.
Ensure schedules and workspaces are ready for office staff starting on Day 1.
Track PTO for eligible employees offline as a means to back-check against UKG data intermittently and at EOY.
Execute termination paperwork for shop/field personnel and remove individual(s) from 'active roster'.
Assist employees with medical/insurance paperwork

Qualifications

High School Diploma required; Associate's Degree preferred.
Minimum 1 year of experience using Microsoft Office (Word and Excel).
At least 1 year of relevant administrative experience.
Strong communication and conflict resolution skills.
Demonstrated commitment to excellent internal and external customer service.
Ability to manage multiple tasks under time constraints and shifting priorities.
Strong organizational skills and attention to detail.

Vacancy posted more than 2 months ago

Do you want to receive more vacancies?

Subscribe and receive similar vacancies to Office Admin. Be the first to apply!