Administrative Assistant

Job description

We are a Plumbing, Heating, and Air Conditioning company looking for an
Administrative Assistant to join our team!

We are looking for a detail-oriented and proactive individual who enjoys maintaining an organized office environment, staying on top of daily tasks, and who likes to handle basic billing duties. It would be nice if they know payroll but it is not required. We are looking for a candidate who has some familiarity of QuickBooks while also keeping the owner informed and updated of daily operations. This candidate must have excellent computer skills and knowledge in Microsoft office and email.

Additionally, to be considered for this position, we are looking for someone who is a dependable team player (very important), has excellent proofreading skills, pays attention to detail, upholds accuracy in their work, and assists in some billing. We would also like a highly organized candidate, who has good judgement to prioritize tasks effectively, and knows how to manage a daily schedule efficiently. We are looking for a candidate who demonstrates professionalism and politeness in all communications (phone, email, and with coworkers).

Responsibilities:

• Managing the office's daily schedule and calendar
• Answering emails and keeping track of important emails
• Entering in new orders in Adobe Acrobat and Monday.com
• Responsible to alert the owner of important emails and phone calls
• Answering and directing phone calls while also screening them (low call volume)
• Organizing and maintaining files, both physical and digital - Sales, Vendors, etc.
• Preparing proofreading, and formatting documents
• Maintaining and billing our residential customers and small private companies
• Welcoming our guests
• Supporting daily office operations and assisting management as needed.
• Entering in billing information to process and generate invoices accurately and in a timely manner
• Conduct thorough research (looking up hours and materials) and proofreading of billing documents to ensure accuracy
• Utilize QuickBooks for billing and financial transactions
• Filling in Adobe Acrobat and placing pictures on pdfs (of the job’s work)
• Maintain organized records of billing activities
• Provide exceptional customer service when addressing billing inquiries
• Following up weekly on past due invoices
• Obtains a daily report from each of our workers, who are on the road of what they did
• And various other tasks and projects when the need arises.

Experience:

• Preferred: Proven experience in assisting, customer service, and billing: accounts receivable and billing inquiries
• Some familiarity with QuickBooks and Adobe Acrobat software
• Strong data entry skills with high accuracy
• Excellent organizational abilities to manage multiple tasks effectively
• Proficient in Microsoft Office suite
• Ability to work collaboratively in a team environment
• A history of working with pictures (files you will be working with jpg, jpegs)

We are seeking a candidate who possesses the following qualities:

• Self-Driven and Proactive
• Positive, Helpful, Supportive, Can-Do Attitude, Team Player
• Goal-Oriented and Focused
• Highly Organized
• Detail Oriented
• Expert Computer Skills and Fast, Proficient Typing Skills
• Enjoys Conducting Research and Problem-Solving
• Ability to Multitask Effectively
• Strong Communication Skills for dispatching and coordinating with technicians in the field
• Excellent Problem-Solving Abilities

Additional Responsibilities may include, but are not limited to:

• Carrying out various administrative duties such as filing, typing, copying, binding, scanning, etc.

* This is a smoke-free environment.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Benefits:

• Paid time off

Application Question(s):

• What skills and qualifications do you possess that would make you an ideal candidate for this position?

Experience:

• QuickBooks: 1 year (Preferred)
• Adobe Acrobat: 1 year (Preferred)

Work Location: In person