Administrative Assistant

About the role

This position reports directly to the Service Manager for the local service area and performs routine clerical, secretarial, and administrative work in data processing, light accounting, and record keeping.

Responsibilities

• Scan completed service job files.
• Operate listed office machines.
• Maintain virtual job files.
• Data entry for remote offices for accounting.
• Check and verify job files, time sheets, and service tickets for accuracy.
• Produce all purchase orders for remote branches and all North Region installations.
• Update all purchase orders created and sent through the Docuware system.
• Handle all shipping & receiving functions.
• Review retail parts flow to help ensure jobs are being invoiced in a timely manner.
• Assist Office Manager with retrieving freight costs to keep jobs moving through the system.

Requirements

• Ability to work at a high rate of accuracy.
• Ability to communicate professionally and pleasantly with teammates and the public.
• Must be able to handle multiple deadlines.
• Proficient in Microsoft Office (Excel & Word).
• Experience with Sage or other ERP Systems.
• Experience in the overhead crane or industrial service industry is preferred.
• Light accounting involved; must be able to quickly learn internal accounting system.
• At least 5 years of administrative assistance experience.

Work Environment

This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and other office equipment.