Administrative Assistant

Administrative Assistant

JOB DESCRIPTION:

JOB TITLE: Administrative Assistant

Job type: Non\-Exempt

Corporate expectations:

Supports the corporation by exhibiting the following behaviors: excellence, competence, collaboration, innovation, initiation, respect personalization, commitment to the plumbing industry, honesty, integrity, accountability and ownership.

Position Summary:

Under the direct supervision of the Vice President of Operations this position provides administrative and secretarial support for the Vice President and field operation department. In additional to data entry, filing, scheduling, performs duties such as human resource functions, financial record keeping, job costing, payroll, coordination of meetings and conferences, obtaining \& manage office supplies, material tracking and inventory, assisting with job proposals and estimating preparation, will also, work on small business community initiatives. Also, will answer non\-routine correspondence and assemble high confidential and sensitive information. Deals with a diverse group of important external callers and visitors at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, and recommend changes in office practice and/or procedures for optimization.

PRINCIPLE DUTIES AND RESPONSIBLITIES:

Administrative/ Secretarial: provides administrative support to the Vice President of Operations including high\-level secretarial support:

• Schedules and organizes activities such as job site meetings, conference teleconferences, zoom meetings and maintain and manage calendar for Vice President of Operations
• Assist in preparation, organization and and packaging of bid proposals at the local, state and federal levels as well as with General contractors in pursue of plumbing contract work.
• Establishes, develops, maintains and and updates filing system for the Vice President and maintains human resource proprietary and confidential information.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Opens mail for Vice President. Drafts written responds or replied by phone or email when necessary. Responds to regularly occurring request for information.
• Answers high volume of phone calls for the Vice President. Takes messages or fields/ answers all routine and non\-routine questions. Assist in maintaining 24/7 phone coverage to satisfy existing pluming contract requirements.
• Acts as a liaison with non\-profit organizations that the Vice President serves as a current board member on currently. Assisting with monthly meetings and fundraising events.
• Uses excel to design for production of charts, tables, graphs, business plans and /or project management deliverables. Proofreads copy of spellings, grammar and layout and makes appropriate changes for accuracy and clarity of final copy.
• Uses Quick Books Enterprise software to enter invoices, estimates, material and equipment invoices, purchase orders, record customer payments, record invoice credits and job cost every business expense incurred.
• Under the direction of the Vice President manages accounts receivable, accounts payable, any and all credit card purchases and customer collections.
• Create and track daily/ weekly employee work orders
• Coordinate with Customers and City Officials for Permitting and Scheduling of completed Work

QUALIFICATIONS/SKILLS \& KNOWLEDGE REQUIREMENTS

• Works requires an extensive knowledge of business and an excellent command of the English language
• Must have knowledge of secretarial, office assistance procedures and knowledge of use and operation of standard desktop office equipment
• Must have knowledge of variety of computer software applications, Micosoft Word, Excel, Power Point and Quick Books small business enterprise
• Must have high level of communication and interpersonal skills to handle sensitive and confidential situations with staff, customers and suppliers.
• Some Analytical or accounting ability is required in or der to gather and summarize data for reports, estimates, administrative problems and to prioritize work.
• Work requires concentration and attention to detail in composing, typing, proofing material, disseminating company information to be productive, establish priorities and meeting daily, weekly and monthly deadlines.

Pay will commensurate with experience

Pay Range $17\- $24 per hour

Medical Dental and Eye Vision insurance after 60 days from hire date

Paid company observed holidays after 90 days of employement

Hours 900\-530 pm

Job Types: Full\-time, Part\-time

Pay: From $18\.50 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)
• QuickBooks: 1 year (Preferred)

Work Location: In person