Office Admin
Great Company, Great Pay, Come Grow with Us! Are you looking for a career in a stable industry, one that will always be around and one that pays well due to high demand? We are celebrating 24+ years and want you to be part of a business that thrives on customer service.
Administrative Assistant - Job Description
Safety is PRIORITY – Follow safety procedures/use common sense.
All information you work on should remain confidential. This information should not be shared with co-workers.
Job quality and customer service are priority.
Answer incoming phone calls per phone tree – speak clearly, be polite and helpful. Make a great first impression of our company.
Work as a team to ensure the best outcome for vendors, employees, and customers.
Assist with demos and sales calls.
Attend safety meetings.
Create service tickets – these should be detailed and complete.
Perform all office filing and shredding.
Support our Sales Personnel and create proposals.
Support office staff and field technicians (labels, tracking orders, placing orders, clean telephones, label prox cards, make yard signs and RMA returns).
Perform any data entry work. This will include payables, timesheets, receivables, etc.
Keep up with office inventory. Make sure to inform the Office Manager of items needed. Order office supplies.
Work on assigned collections, when needed.
Perform billing, when needed.
Composing and assembling a variety of contract agreements and forms. The agreements and forms include but are not limited to: subcontracts, work orders, purchase orders, equipment rental agreements, subcontractor change orders, project billings and AIA billings.
Enter accounts payable invoices.
Reconcile vendor statements monthly.
Assign job numbers in Excel, QuickBooks, and Manage.
Create job file folders, new vendor folders and customer folders.
Perform shipping duties.
Run errands (bank, post office, Sam’s, deliver material to job).
Perform audits on different accounts and create new excel spreadsheets.
Available to work Monday through Friday, 8 am through 5 pm. You should be at your desk ready to work at 8:00 am.
Assist with all current day to day functions of the office.
Work with everyone in the office for the benefit of South Bay. Be helpful, talk to each other.
Employees at South Bay wear many hats…you may be asked to wear any of them at any time. Be prepared.
Notify the office admin via e-mail, anytime you leave during the day and the time you return.
Be a team player – no drama.
Follow South Bay protocols and procedures.
Be engaged in all aspects of your position.
If you have down time in your day, you need to see your supervisor and they will assign you additional work.
Employees are not to be on their phones unless on break, lunch, or emergency.
Additional responsibilities may be added at a later date.
Must be able to pass a background check and drug test.
Must have good driving record.