Administrative Assistant

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Job description

Administrative Assistant

Under the direct supervision of the Operations Manager for DC Enclosures, Inc, this position provides administrative and clerical support for the Sales and Marketing Staff of a construction company. In addition to typing, filing, and scheduling, the assistant will perform duties such as recordkeeping, coordination of meetings, coordinating direct mail, planning future marketing campaigns, employee benefits, human resources, and working on special projects. The role also includes answering nonroutine correspondence and assembling highly confidential and sensitive information. Setting Appointment and Appointment Follow up. The assistant will deal with a diverse group of important external callers and visitors, as well as internal contacts at all levels of the organization. Independent judgment is needed to plan, prioritize, and organize a diversified workload.

The most qualified candidate for this role will have experience assisting within a customer service environment. This position also requires an understanding of office productivity applications such as the Microsoft Office suite and Windows operating systems, including QuickBooks. Anyone that might fit well at DC Enclosures must be reliable, flexible, people oriented, friendly, patient, fast learning, quick thinking, and demonstrate initiative and responsibility. This person will LOVE providing our customers, both internal and external, with great and honest customer service. A high level of productivity within a fast paced environment is essential.

Responsibilities:
Assist in daily operations as needed, including marketing, human resources, accounts receivable and payable, and customer relations, both internal and external.

Administrative Duties:

• Preserve historical records by maintaining a working knowledge of information sources, verifying the accuracy of statistics, entering data, and backing up the system.
• Complete tasks in a timely manner with accuracy.
• Maintain quality service by following organizational standards.
• Draft correspondence and other formal documents.
• Greet and assist onsite guests.
• Input and maintain customer and vendor correspondence.
• Maintain customer files, including current and historical information.
• Assist in the completion of special projects.
• Run errands for management.
• Coordinate company lunches and events.
• Coordinate company training, including preparation of handouts, booklets, and PowerPoint presentations.
• Maintain customer confidence and protect operations by keeping financial information confidential.
• Setting Appointments for Leads and following up
• Provide financial information to management by researching and analyzing accounting data and preparing reports.
• Handle various administrative duties, including ordering and purchasing office supplies and equipment.
• Maintain phone system and all employee cell phones.
• Answer up to 6 phone lines and direct callers as needed.
• Fill out and submit various reports as necessary.
• Perform filing and general administrative tasks.
• Provide administrative assistance to the owner and field personnel.
• Handle incoming/outgoing mail and shipments (FedEx, UPS).
• Maintain a detailed filing system, including the creation of new files.
• Maintain office equipment and supplies.

Accounting Duties: The following Accounting duties would be as needed within the team

• Enter new Customer and process sales Invoices in Quickbooks
• Monitor customer accounts for nonpayment and delayed payment.
• Analyze discrepancies and unpaid invoices.
• Maintain vendor files.
• Prepare payments by verifying documentation and requesting disbursements.
• Process purchasing entries (CC, POs, checks, etc.).
• Invoice clients for change orders and follow up for approval and payment collection.
• Assist with payables (subcontractors and vendors).
• Assist with account reconciliation (multiple vendors and clients).
• Track expenses across multiple projects, classes, and cost codes.
• Ensure vendor/subcontractor compliance (insurance, W9s, contracts, licensing kept up to date).
• Assist with bank account/credit card reconciliations.
• Maintain company credit cards/receipts.
  

Marketing Duties:

• Maintain web hosting and email systems, including social media.
• Assist with various marketing duties, including advertising schedules and meeting with media companies and planning strategies in the manager's absence.
• Assist customers in the showroom, over the phone, and via email.
  Support marketing and installation departments with administrative needs.

Requirements:

• Familiarity with bookkeeping and basic accounting procedures.
• Excellent ability to multitask and prioritize work.
• Strong written and verbal communication skills.
• Strong organizational and planning skills.
• Proficiency in Microsoft Office with an emphasis on Word and Excel.
• Experience with QuickBooks.
• Familiarity with TEAMS and Office 365.
  
  Job Type: Fulltime
  
  Required Experience:
  Accounting: 2+ years
  Office Assistant: 2+ years
  Experience with QuickBooks is a must.
  Must be able to pass a background check.
  Experience in a construction setting is required.
  
  This Job Is Ideal for Someone Who Is:
  Dependable - more reliable than spontaneous.
  Detail oriented - focused on the details of work rather than the bigger picture.
  Achievement oriented - enjoys taking on challenges, even if they might fail.
  High stress tolerance - thrives in a high pressure environment.
  
  Required License or Certification:
  Driver's License
  
  Education:
  High school or equivalent (Required)
  
  Typical Start Time:
  8 AM
  
  Typical End Time:
  5 PM

THIS IS NOT A REMOTE POSITION

DC ENCLOSURES, INC is a DRUGFREE WORKPLACE.

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