Job Description

Job Summary:

The Administrative Assistant provides administrative and front office reception assistance to both office staff and field personnel. This position reports to the CFO. The standard working hours for this position are Monday – Friday from 8:00 AM – 5:00PM.

Tasks, Duties, and Responsibilities:

• Process and route all incoming calls in a courteous and professional manner.
• Greet all incoming employees and customers.
• Open and distribute all incoming mail.
• Process all outgoing mail for office personnel.
• Handle all travel and flight bookings as needed. Book hotel rooms for field employees.
• Ordering of all office and kitchen supplies.
• Maintains cleanliness of front desk and conference room.
• Updates phone, birthday, and extension lists, and routes birthday and anniversary cards.
• Prepare 20-day preliminary notices for all jobs and create billing files.
• Assist Accounts Payable with matching, coding, and data entry of invoices as needed.
• Weekly filing of AP invoices/Maintain AP Files.
• Monthly Filing of AR invoices and Payments
• Assist Accounts Receivable with setting up cost codes.
• Prepare Expense Reimbursements for payroll to process.
• Assist with special projects as needed.
• Provide office administrative support when requested.

Job Specification

Skills & Attributes:

· Attention to detail.

· Willing to help where needed and is a team player.

· Customer Service – Responds promptly to customer, vendor, and employee requests.

· Excellent verbal and written communication skills.

· Maintains confidentiality.

· Operates with integrity and has respect for others.

· Completes tasks correctly and on time.

· Quick Learner.

· Able to multi-task.

· Self-motivated.

Qualifications & Experience:

· Minimum 2 Years of Administrative Assistant/Office experience.

· Minimum 1 Year of experience with multi line phone system.

· Intermediate Microsoft Office Skills, PDF software (Adobe, Bluebeam, or similar), and accounting software (Viewpoint Spectrum preferred).

· High School Diploma, GED, or Equivalent.

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