Administration Assistant

SUMMARY

Responsible for overseeing a well-organized office and maintaining a high level of professional disposition in greeting guests and visitors both in person and on the phone. Responsible for managing phone lines and routing calls. Assists with various administrative tasks, including but not limited to, ordering supplies, creating shipments, ensuring accuracy with daily field tickets, issuing and reconciling purchase order numbers, processing AP/AR invoices, and other related work as required.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

1. Greet customers and visitors in a professional manner.
2. Manage multiple phone lines in a professional manner, route phone calls to various personnel.
3. Process incoming and outgoing mail; create shipments requests for the division;
4. Ensure accuracy with data entry; issue PO’s to division personnel; Process AP bills for payment; Reconcile PO list monthly; accrue monthly expenses and purchase orders not yet received or billed for.
5. Complete various administrative tasks for the division, including but not limited to, assisting with data entry, reviewing daily field tickets for errors, importing invoices into accounting system, transmitting invoices to the customer.
6. Assists Office Manager with filing of vehicle maintenance files, vehicle logs, etc.
7. Maintains a high degree of confidentiality of company information as it relates to banking, customer, and vendor files.
8. Maintains a tidy and organized workspace and supply area; Orders supplies as needed.
9. Purchases office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
10. Performs other related work as required to support the division.