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 responsible party. The role also involves Accounts Payable, Accounts Receivable, Job Cost Review, and Payroll review as required.

Responsibilities

• Maintain an organized workspace to ensure all incoming and outgoing communication reflects 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, including digital database and physical file system.
• Attend BELFOR-sponsored operations and safety training courses as required.

Requirements

• Manage front desk functions, including phone calls, visitors, and mail distribution.
• Accounts Payable: sort, match, and scan invoices and check requests.
• Accounts Receivable: receive payments from customers and deposit funds into appropriate accounts.
• Comprehensive understanding of customer service principles and practices.
• Work under time constraints to meet specific timelines.
• Attention to detail and a strong sense of safeguarding others' property and information.