Administrative Assistant

 Summary

Performs the data input and output functions to provide timely and accurate financial reports, payroll, and billing. Works under general supervision following clearly defined procedures and policies.

Essential Duties and Responsibilities

• Processes all material pricing and codes receivers for data entry.
• Accurately enters and balances employees’ payroll for assigned business unit.
• Processes and mails approved customer invoices within posted schedule.
• Maintains all agreement, project, and customer information.
• Properly administers all start up functions of new maintenance agreements.
• Enters new customers and maintenance agreements, equipment, tasking, and revisions to existing agreements.
• Enters and closes projects and processes contract renewals, cancellations, and inactivation. Prepare, maintain, and distribute special logs as requested.
• Builds rapport and productive working relationships with customers, vendors, and others.
• Builds a positive working relationship with field and office personnel to resolve problems and employ opportunities.
• Maintains complete confidentiality of information pertaining to the operating unit and total company and any other proprietary information.
• Provides support for any special projects as assigned by your manager.
• Performs other duties may be assigned.
• Visual acuity to read and interpret documents, emails, and computer screens.

Experience/Education: 

• Associate's degree from a two-year college or 3-5 years of related experience.

• Strong problem-solving skills and the ability to handle challenging situations with ease. 

• A customer-first mindset with a passion for delivering exceptional service. 

• Comfortable with basic mathematical concepts and their practical application in day-to-day tasks. 

• Strong problem-solving skills and the ability to interpret instructions accurately. 

• Proficient in using inventory and scheduling software, internet applications, spreadsheet software (Excel), and word processing software. 

Physical Demands/Working Conditions: 

• Sitting for prolonged periods at a desk while using a computer. 

• Typing and using a mouse frequently throughout the workday. 

• Occasionally standing and walking within the office to retrieve files or documents. 

• Lifting and carrying light office supplies, such as paper or small packages, typically weighing up to 10 pounds. 

• Reaching and bending to access file cabinets and shelves. 

• Using a telephone for extended periods to communicate with customers.