Total Safety is looking for an Administrative Assistant to join their safety-conscious team! The Administrative Assistant provides basic administrative and clerical support typically to a department or group of professionals. The starting pay for this opportunity is $20.
Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity.
Essential Duties:
Performs basic clerical and administrative duties for assigned department.
Responsible for invoicing the client
Maintaining accurate and complete support for invoicing
Collection of payments for invoices
Creates, runs, and distributes standard periodic reports, communicates follow-up requirements and to summarize reports, etc. Maintains organized computer and/or hard copy files for easy identification and retrieval.
Assists others in office as needed including providing back-up reception.
Plans, coordinates, and decides for on-site and off-site meetings conferences and dedicated events. Coordinates scheduling, travel for attendees, meeting materials, AV, and catering arrangements.
Ensures accurate and timely communication with the parties involved.
Uses salesforce experience to maintain some estimating opportunities within the software.
Answer Phones/Direct Customers to appropriate departments when visiting
Forward Billing Paperwork to the Regional Billing Department daily
Monitor reports to ensure all paperwork is forwarded
Escalate any paperwork issues to the Operation/Department Manager
Collect Payroll Data and turn in to Payroll Dept every week
Assist in monthly revenue accruals
Prepares documents, correspondence and reports as directed. Proofreads for grammar and spelling. Copies, binds, and distributes as directed.
Enters data to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
Use standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.
Assists others by furnishing information and helping with basic problem resolution. Answers questions via phone or email and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.
Skills and Experience:
Experience billing and invoicing clients.
Progressive, related experience with knowledge of departmental function, procedures, terminology, and interrelationships.
Above average communication & interpersonal skills required to interact with multiple internal, external & executive contacts.
PC skills with proficiency with MS Office and other function-specific specialized software programs. Ability to develop spreadsheets and modify formats to complete assignments and recommend improvements.
Ability to pay close attention to details and present good planning, organization, and time management skills.
Ability to handle diverse tasks simultaneously, works effectively with interruptions and consistently meets or exceeds production and quality goals.
Demonstrated ability to handle confidential or sensitive information or issues.
Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment.
Must demonstrate ability to work in a team environment
Working Environment:
While performing the duties of this job, the employee is regularly required to stand; walk; and stoop, kneel, or crouch. Uses hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
Educational Requirements:
High school diploma or GED plus additional specialized courses or associate's degree in related field.
Total Safety and its subsidiaries afford equal opportunity in employment to all individuals regardless of race, color, religion, sex, age, national origin, pregnancy, familial status, disability status, veteran status, citizenship status, genetic information or any other characteristic protected under Federal, State or Local law. Total Safety is an Equal Opportunity Employer.
Qualifications Experience Required Relevant Years Of Experience Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
Skills Required
- Experience billing and invoicing clients
- Proficiency with MS Office and software programs
- Ability to handle diverse tasks and meet production goals
- High school diploma or GED
What We Do
Total Safety is the leading global provider of integrated industrial safety services, equipment and compliance solutions, providing safety equipment, technology and data that make a meaningful difference in the way businesses run. Based in Houston, Texas and operating from more than 200 locations in more than 20 countries, our nearly 4,000 employees help our customers increase employee health and safety, meet compliance and regulatory requirements, boost productivity and reduce downtime. Driven by our unwavering commitment to our mission …to ensure the safe Wellbeing of Workers Worldwide, we work across all sectors, including oil and gas, petrochemical and refining, utilities, manufacturing, construction and mining.
