Administrative Assistant

About the role

This position handles administrative functions in a field office environment, including managing incoming mail and phone calls, directing them to the appropriate parties, and overseeing Accounts Payable, Accounts Receivable, Job Cost Review, and Payroll review as required.

Responsibilities

• Maintain an organized workspace to ensure all incoming and outgoing communication aligns with BELFOR Practices, Processes, and Standards.
• Create new jobs in JD Edwards in a timely manner as required.
• Organize and maintain up-to-date job files for Estimator/General Manager review.
• Use JD Edwards and BCS to maintain the vendor list.
• Ensure compliance with vendor requirements.
• Perform monthly reconciliation of AP statements.
• Maintain customer files in both digital database and physical file systems.
• Attend BELFOR-sponsored operations and safety training courses as required.

Requirements

• Manage front desk functions, including phone calls, visitors, and mail distribution.
• Handle Accounts Payable: sorting, matching, and scanning invoices and check requests.
• Handle Accounts Receivable: receiving payments from customers and depositing funds to appropriate accounts.
• Comprehensive understanding of customer service principles and practices.
• Ability to work under time constraints to meet specific timelines.
• Strong attention to detail and a keen sense of safeguarding others' property and information.