Administrative Assistant

Job Responsibilities

• Responsible for office reception functions including greeting customers, vendors, and associates
• Complete the setup, scheduling, invoicing and collections of new jobs/projects
• Conduct billing, receivable, and payable functions as assigned
• Provide general administrative support for managers and staff
• Work with Customers and Inner Office Staff to keep projects moving forward
• Responsible for data and budget entry
• Manage job billings
• Create, type, and distribute internal and external correspondence
• Update collection notes in the Past Due Memos section of WebApps and Astea
• Meet regularly with the Office Manager to review collection accounts and provide updates
• Schedule and dispatch technicians, equipment, or service vehicles to appropriate locations according to customer requests, specifications, or needs, using radios or telephones.
• Relay work orders, messages, and information to or from technicians, supervisors, and field inspectors using telephones.
• Act as national accounts coordinator for the Inspection department and is responsible for retrieving work orders off of various websites and distributing to the corresponding department contacts
• Upload Inspection reports to various websites
• Send out, receive and file Inspection reports
• Maintain various types of records including job files
• Assist in completing special reporting and licensing requirements
• Assist in compiling contracts, proposals, and job packets
• Complete special projects as required
• Accomplish responsibilities as required using business software as approved by WSFP
• Offer suggestions and solutions on improving efficiency of general office procedures

Job Qualifications

• Good computer skills with working knowledge of business software applications
• Background in basic secretarial skills is preferred
• 1-2 years basic office experience desired
• Excellent written and verbal communication skills
• Puts forth a courteous, friendly, helpful attitude at all times when receiving office visitors, answering the phones, or dealing with other associates
• Ability to pass a pre-employment drug screen test and background check