Office Administrator

About the role

Froehling & Robertson, Inc. (F&R) is an established independent testing/engineering company founded in 1881. As a minority-owned business, F&R offers competitive compensation, benefits, and a supportive work environment.

Responsibilities

• Set up new clients, contacts, and projects in the company’s project management system.
• Aid in uploading project contracts.
• Ensure the accuracy of the Client Management System (CRM) budget before transmitting to the Enterprise system (SL).
• Coordinate and set up meetings by gathering convenient dates and times for internal and external staff and clients.
• Answer phones and direct client inquiries to the appropriate staff members.
• Input timecards and expense reports from staff into internal accounting software.
• Create invoices and credit memos in the company’s accounting software.
• Distribute completed invoices via email, mail, or upload in the client portal.
• Process all vendor invoices for payment through the accounting software.
• Filing of project-related data, correspondence, reports, etc., and inputting data/reports into the company’s web-based reporting system.
• Onboard new employees and schedule drug tests in the company system.
• Perform a variety of other office support functions as assigned, demonstrating adaptability with changing priorities.
• Perform other duties as assigned.

Requirements

• A high school diploma or equivalent.
• 2-5 years of relevant experience.
• Proficiency with general office software and equipment such as Outlook, Word, Excel, PowerPoint, Publisher, Access, Adobe, fax machines, scanners, binding machines, and copiers.
• Ability to multi-task successfully.
• Ability to maintain highly organized files/records.
• Ability to maintain a positive client-staff relationship.
• Ability to assist the Branch Manager with preparation for client meetings.
• Ability to work independently and within teams to achieve goals.
• Excellent communication and presentation skills, both oral and written.
• Willingness to participate in and pass F&R’s pre-employment screening, which includes a background investigation, drug screening, and driving record.

Qualifications

• High School Diploma or equivalent.
• 2-5 years of relevant experience.
• Proficiency with general office software and equipment such as Outlook, Word, Excel, PowerPoint, Publisher, Access, Adobe, fax machines, scanners, binding machines, and copiers.
• Ability to multi-task successfully.
• Ability to maintain highly organized files/records.
• Ability to maintain a positive client-staff relationship.
• Ability to assist the Branch Manager with preparation for client meetings.
• Ability to work independently and within teams to achieve goals.
• Excellent communication and presentation skills, both oral and written.
• Willingness to participate in and pass F&R’s pre-employment screening, which includes a background investigation, drug screening, and driving record.

Skills

• Administrative support and assistance.
• Project management system setup and maintenance.
• Client Management System (CRM) management.
• Meeting coordination and scheduling.
• Phone answering and client inquiry handling.
• Timecard and expense report input.
• Invoice creation and distribution.
• Purchase order and subcontract processing.
• Vendor invoice processing and payment.
• File organization and data entry.
• Web-based reporting system input.
• New employee onboarding and drug testing.
• Office support function performance.

Benefits

• Comprehensive group medical insurance, including health, dental, vision, and life.
• Opportunity for professional growth and advancement.
• Tuition reimbursement.
• Paid time off.
• Company-observed paid holidays.
• Short and long-term disability coverage.
• 401K retirement plan.

Pay

Competitive compensation packages are offered.

Schedule

Flexible working hours are provided.