Job Description

Job Description
Position Summary
The Administrative Assistant will assist directly the Branch Manager and staff by providing office support. Ensure compliance with record-keeping policies and respond to the needs of customers.

Essential Duties

* Provide receptionist services, answer phone and direct calls.
* Provide administrative office support in order to ensure effective and efficient office operations.
* Interacts with various organizational support elements including administrative, human resources, financial, and safety departments.
* Coordinate with IT department on all office equipment.
* Assist contract and price negotiations with office vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
* Assesses office processes and advises management on cost savings.
* Assist in processing all required paperwork for new accounts.
* Process office supply orders.
* Process uniform orders and maintain updated uniform inventor at sites by working directly with the vendor.
* Oversee all Fleet dealings and upkeep of vehicle registrations as well as any request that may come through.
* Ability to oversee employee payroll in system.
* Receive and distribute incoming mail accordingly.
* Submit billing for different accounts.
* Responsible for recognition programs, employee of the month, attendance incentives and monthly newsletter.
* Generate financial/labor related reports for management team.
* Monitor and submit invoices for approval in Workflow as well as Capital Expenditure Requests and check requests.
* Responsible for the submission of supply orders and up keeping of the PO log.
* Responsible for the maintenance of the subcontract AP log.
* Gather information and complete Subcontract contracts.
* Ensure accurate job costing by assisting in the reviewing of job level trended P&L for inaccuracies, missing billing or expenses and revenue that are mismatched.
* Compile all accruals and re-classes and assist Branch Manager with labor reporting, tracking and month-end financial inquiries.
* Responsible for gathering and entering of budget information in WFM.
* Conduct AR follow up with customers/national billers and inquire about payment status for Branch Manager to review.
* Oversee system work orders and ensure proper billing.
* Process expense reports for all employees.
* Create and setup vendors in the system.
* Process requests for new management staff such as fuel cards, auto allowance, cCard requests and provide system training on all applications.
* Assist in entering employee changes in HR Database
* Assist in new hire orientation process and onboarding process
* Provide overall assistance to any employee who may have questions regarding company policies and payroll, among other HR inquires.
* Responsible for the Sports Event Program. Ordering season tickets, printing then handing out tickets and managing the ticket log.

Minimum Requirements

* High School Diploma or GED, Some college preferred.
* A minimum of three (3) years in a corporate setting.
* 1-2 Years Administrative Experience
* Proficient with Microsoft Office.
* Detailed oriented with good analytical skill a must.
* Excellent customer service and verbal and written communication skills, including the ability to interact with peers and clients in all levels of operations and management.
* Can handle sensitive information with the highest degree of integrity and confidentiality.
* Resourceful self-starter; ability to prioritize and multi-task.
* Excellent attendance; meets commitments and deadlines.