OFFICE ADMINISTRATOR

Summary: Position provides administrative support to the Service Center/or Department in the areas of billing, collections, customer service, purchasing, report generation and analysis, inventory control, payroll, shipping and receiving. Depending on the department or Service location, administrative duties may vary.

Essential Functions: Tasks that must be performed by the person in this job. Reasonable accommodation(s) may be requested to enable individuals to perform the essential functions.

• Ability to continually be organized, multitask, work under pressure / deadlines, in a positive and professional manner.

• Back up time entry including prevailing wage rates and intent and affidavits

• Greet and provide service to customers by phone; answer, route, and manage incoming phone calls/questions in a professional and courteous manner.

• Provide administrative support including preparing and sending documents, this could include reports, data entry, presentations and other admin tasks.

• Perform accurate and fast data entry to record payroll hours / billable hours, product & service orders, sales, work orders, purchases, subcontractor / vendor / customer invoices.

• Manage and balance petty cash and billable vs. payroll hours (work in progress reports).

• Generate, print, analyze, and resolve issues from reports about sales, purchases, expenses, customer accounts, invoiced but not billed, inventory, etc.

• Manage and order parts, office supplies, restock other office and inventory items.

• Review and manage subcontracts and customer purchase orders in order to set up new jobs.

• Other duties as assigned.

Other Functions: Tasks that may or may not be performed by the person in this job.

Receive incoming / prepare outgoing shipments; route to appropriate department / ship via appropriate carrier.

Filing or other duties may be assigned.

Education and/or Experience:

• High School diploma or general education degree (GED); or 1-year related experience and/or training; or equivalent combination of education and experience; previous experience in dispatching, office management, bookkeeping, collections, or billing is preferred.
• Ideal candidates will have experience with NetSuite & Ultipro software.