Grading Administrative Assistant

Key Duties & Responsibilities

• Maintain and update operational logs and tracking spreadsheets using Microsoft Excel.
• Prepare and generate proposals for additional work requests and monitor submission status and follow-up activities.
• Track Additional Work Authorization (AWA) numbers, approval dates, purchase order receipt dates, and billing status to ensure accurate project documentation.
• Absorb and review billing documentation to the Accounts Receivable Department.
• Generate, print, and distribute monthly operations reports and other departmental reports as needed.
• Communicate with clients regarding outstanding purchase orders and assist in resolving documentation and billing-related issues.
• Support the processing and reconciliation of weekly credit card transactions for the Operations Department.
• Print, organize, and distribute project plans and related documents for field and operational staff.
• Prepare professional correspondence, reports, memoranda, and other business communications.
• Perform general administrative duties including filing, scanning, document management, record retention, and email correspondence.
• Maintain organized records while ensuring the accuracy, confidentiality, and integrity of company information.
• Provide administrative support to management and operations personnel as needed.

Skills & Qualifications

• 2 yrs of experience within an administrative support role
• Bilingual Spanish preferred but not required
• Manufacturing, distribution, or construction industry experience is a plus but not required
• Proficient with Microsoft Office (Word, Excel, Outlook)

Schedule

7am - 3:30pm

Benefits

• Medical, Dental, Vision, FSA
• 401(k), Life Insurance, EAP
• 9 paid holidays per year with paid vacation & sick leave
• $22-23/Hour (DOE)