We are looking for a multi-tasker with excellent communication skills
and an upbeat attitude. Candidate should be able to assist management by
handling office tasks, providing polite and professional assistance via
phone, mail, and e-mail and generally being a helpful and positive
presence in the workplace. To be successful as an Administrative
Assistant, candidate should be professional, polite, and attentive while
also being accurate. They should always be prepared and responsive,
willing to meet each challenge directly. Administrative Assistant must
be comfortable with computers, general office tasks, and excel at both
verbal and written communication. Most importantly, Administrative
Assistants should have a genuine desire to meet the needs of others.
Responsibilities \ Screening phone calls and routing callers to the
appropriate party. \ Maintain polite and professional communication via
phone, e-mail, and mail. \ Retrieve invoices from vendor sites. \
Communicate with Project Foreman regarding the receipt, or lack thereof,
packing slips from their projects. \ Upload packing slips from Job
Sites. \ Separate and match packing slips from job sites to vendor
invoices. \ Enter accounts payable invoices in accounts payable
accounting system. \ Enter accounts payable invoices and receive items
in purchasing software. Work with Purchaser on any outstanding
issues/problems. \ Reconcile monthly vendor statements. \ Pull vendor
invoices and check against vendor payment reports. \ Put vendor checks
in envelopes and mail. \ Scan checks and paid invoices to vendor files.
\ File paid invoices. \ Retrieve mail from the post office. \
Separate mail and date stamp. \ Using computers to generate
transmittals/submittals. \ Create shipping labels for outgoing
packages. \ Update vendor information in accounting software. \
Monitor and respond to accounts payable email. \ Order shipping
supplies when needed. \ Create tabs and binders. \ Maintain
spreadsheets for auditors. \ Enter Union Benefit payments into accounts
payable. \ Assist in the planning of company functions. \ Assist in
other office procedures as needed. Requirements \ Able to communicate
verbally and electronically in a professional manner. \ Computer
skills: Typing with reasonable speed and efficiency, Word, Excel, Email
\ Attention to detail. \ Able to take direction. \ Desire to be
proactive and create a positive experience for others