- Responsible for the day-to-day general office and administrative support services; database input and reporting; purchase order tracking; general personnel management to include time tracking, paperwork, orienting, and benefits; and facilities upkeep.- Works with Chief Operating Officer to ensure the proper recording and documentation of orders, POs, shipping and receiving of materials.- Assists Chief Operating Officer with reviewing vendor invoices, matching with purchase orders.- Invoices clients according to payment schedule or as directed by Production/Salesperson. Continually monitors receivables and reports weekly to President. Follows up on payment when requested.- Processes time sheets, mileage reports, and credit card expenses, and updates job costing.- Runs and/or coordinates reports in accordance with established schedule.- Follows job completion procedures and closes out jobs in TPS (company estimating database).- Handle all vendor-related calls ensuring that the vendor is dealt with in a professional manner.- Interface with Bookkeeper and provide information as requested.- Track expenses and alert Chief Operating Officer when issues arise.- Assists Chief Operating Officer in ensuring company provided vehicles have current insurance and licensing.- Assists in the development and ordering of marketing materials.- Assists in coordinating marketing efforts to include events, trade shows, mailings, advertisements, etc.- Handles employee-related issues to include placing ads for new or replacement positions, coordinates the phone screening and interviewing of potential candidates, orientation to the Company of new hires, and processing of benefits and tax-related paperwork for new and existing employees.- Greets visitors and alert representatives of the guests' arrival
1-4 years
- Graphic design experience is a plus but not required.
- Associates degree (2 year) and/or five years of equivalent work experience.- 2+ years office management or office supervisory experience- Excellent written and verbal communication skills- Proven attention to detail- Must be responsible, self-motivated, personable and well-organized- Superior customer service skills to deal with both internal and external customers- Ability to manage multiple tasks simultaneously- Strong interpersonal skills; ability to work with diverse groups- Proficiency in the use of personal computers including such programs as MS Word, Excel, Outlook, and PowerPoint.- Planning, organizing and implementing skills which allow the successful completion of a project by a specific due date.
Associate
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