Administrative Assistant

Key Responsibilities

• Maintain working files as required for area personnel and all levels of branch management.
• Timely and accurate submittal of payroll time sheets for area personnel on a daily basis.
• Partner with the Accounting team to support invoice preparation, financial reconciliation, and administrative tasks related to accounts payable and receivable.
• Manage the end-to-end flow of operational paperwork, ensuring all documentation (manifests, work orders, route sheets) is collected, reviewed for accuracy, and processed in a timely manner.
• Utilize the internal Operations Management System (OMS) to generate accurate customer invoices and manage billing records.
• Create and maintain new job numbers within the OMS, ensuring precise data entry and consistent tracking of service activities throughout the life of the job.
• Develop a strong working knowledge of the OMS program, including its workflows, to support branch administrative efficiency.
• Understand Company safety policy and maintain safety records for the division as required.
• Prepare and distribute reports as directed such as Fuel Report, Commodity Report, and others as assigned.
• Process invoices and purchase orders for the area and assist with general ledger entries as needed.
• Maintain all contracts, bids, proposals, sales and marketing information, etc. in a fireproof cabinet.
• Sort, review and distribute all incoming and outgoing mail and electronic transmissions. Type memos of correspondence as needed.
• Cook up and organize all training workshops and meetings within the area.
• Conform in all respects with applicable federal, state/provincial and local laws, regulations, ordinances and other orders and to all company policies, procedures and directives from supervisors.
• Demonstrate professionalism by maintaining a high degree of integrity, ethics and confidentiality.
• Absorb and assist with administrative and CSR at branch locations and communicate/forward correspondence with other branches as needed.
• Perform other duties and responsibilities as required or requested by management.

Knowledge, Skills, and Competencies

• 3+ years experience in administrative capacity.
• 2-year degree in business related field and 3 years’ experience in an administrative capacity or equivalent combination.
• Ability to multitask, prioritize and be detail oriented.
• Proficient computer skills, preferably Google Workspace.
• Excellent interpersonal skills and professionalism.
• Ability to effectively communicate with others verbally and in writing.
• Demonstrate ability to pay close attention to detail and maintain a high level of accuracy.