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.
- 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.
- 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
- 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 7 hours ago
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