Administrative Assistant

About the Role

We are seeking a detail-oriented and organized Administrative Assistant to support our daily office operations. This full-time, onsite position plays a crucial role in payroll, billing, document management, and administrative support, working closely with field personnel, project managers, sales representatives, and office staff. Our team supports operations across multiple states, requiring strong communication, collaboration, and the ability to manage competing priorities in a fast-paced environment.

Responsibilities

• Assist with the training of new employees on systems and processes.
• Scan, organize, and electronically file company documents, including:
  • Work orders
  • Job Safety Analyses (JSAs)
  • Confined Space Permits
• Assist employees with obtaining and completing required forms and paperwork.
• Support personnel paperwork and other administrative functions as assigned.
• Update and maintain employee, customer, and job information within company systems.
• Review and approve employee timesheets.
• Follow up on missing timesheets, work orders, and supporting documentation.
• Assist with reviewing and approving temporary employee timesheets.
• Enter customer billing into the accounting system accurately and timely.
• Review work orders, supporting documentation, and customer requirements to prepare invoices.
• Assist with Accounts Payable approvals.
• Assist accounting with missing credit card receipt requests and submissions.
• Assist with equipment tracking through Verizon as needed.
• Review fuel reports through Shell and SmartFill and resolve discrepancies.

Qualifications

• Proficient in Microsoft Excel and Microsoft Word.
• Strong organizational and time management skills.
• Comfortable learning and utilizing multiple software systems and technology.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Familiarity with Mac and Apple products is preferred.
• Ability to collaborate effectively with employees across multiple departments and locations.
• Strong attention to detail with the ability to prioritize multiple tasks.
• Ability to think critically, solve problems, and adapt to changing priorities and customer requirements.
• Ability to work independently while also contributing as part of a team.

Education and Experience Requirements

High School Diploma or equivalent.

Schedule

Typically Monday through Friday, 7:30 am - 4:30 pm.

Benefits

• Medical, Dental, Vision, Life, AD&D, STD, LTD, BRELLA (Accident/Critical Illness Plan), Teladoc, EAP
• 401k (after 1 year of employment)
• Holidays and PTO days

Accessibility: If you need an accommodation as part of the employment process, please contact Human Resources at (843) 722-0062 or Tiffany.Murphy@ES-Integrated.com.