Administrative Assistant for Low Voltage Contractor

Advanced Voice & Data Inc. is a leading provider of low voltage contracting services, specializing in Cabling, Audio Video, security systems, telecommunications, etc. We are committed to delivering high-quality solutions to our clients and maintaining an efficient and professional work environment. We are seeking a skilled and organized Administrative Assistant to join our team and support our operations.

Job Overview:

The Administrative Assistant will play a crucial role in ensuring the smooth operation of our administrative processes. This position will be responsible for handling accounts payable in QuickBooks, creating job folders, filing pre-liens, managing incoming calls, creating purchase orders, ordering materials, and providing support to the CEO and CFO and operations.

Key Responsibilities:

• Accounts Payable:

• • Manage accounts payable using QuickBooks.
  • Process invoices and ensure timely payments.
  • Reconcile accounts and resolve discrepancies.

• Job Folder Management:

• • Create and maintain new job folders.
  • Ensure all necessary documentation is included and organized.
  • Ordering Certificates of insurance.
  • Close out job folders received from field technicians.
  • Markup as built drawings using Adobe, Bluebeam, Visio

• Pre-Liens Filing:

• • Prepare and file pre-liens in accordance with legal requirements.
  • Maintain accurate records of all filed pre-liens.

• Communication:

• • Answer and direct incoming phone calls.
  • Respond to emails and other forms of communication promptly.

• Purchasing:

• • Create purchase orders for materials and supplies.
  • Order materials as needed and track delivery schedules.
  • Maintain inventory records and ensure adequate stock levels.

• Executive Support:

• • Assist the CEO and CFO with various administrative tasks.
  • Schedule and coordinate meetings, appointments, and travel arrangements.
  • Prepare reports and presentations as needed.

Qualifications:

• Proven experience as an Administrative Assistant or in a similar role.
• Proficiency in QuickBooks and MS Office (MS Excel, MS Word).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to handle multiple tasks and prioritize effectively.
• Attention to detail and problem-solving skills.
• High School diploma: additional qualification as an Administrative Assistant or Secretary will be a plus.
• Experience in the construction or low voltage industry is preferred.

Why Join Us:

• Competitive salary and benefits package.
• 401K, Paid Vacation, Holidays medical and dental.
• Opportunities for professional development and career advancement.
• A positive and collaborative company culture.

AVD is a true low voltage construction company, we are very different from your average cable company as we do everything AV, Security Access Control Camera Systems Structured cabling home automation Fiber Optics, Alarm systems, and monitoring.