Office Administrator

JOB SUMMARY:

The Office Administrator maintains management activities for service and inspections such as assisting in the scheduling, billing, maintaining of job files collecting accounts receivable, ordering supplies and answering phones.

ESSENTIAL JOB DUTIES:

• Process invoices to customers and assist in following-up on accounts receivable collections and
  disputes.
• Input new jobs in to the system and set up job files. Job files are to be maintained in a neat and
  orderly.
• Enter material used on service work order.
• Process vendor invoices through invoice routing system.
• Review employee payroll information and assist as needed with payroll submission.
• Retrieve and open mail daily, route to appropriate person, package and send all outgoing mail.
• Communicate with internal and external customers in a professional manner.
• Answer phones in a professional, timely manner.
• Order office supplies as needed.
• Schedule and coordinate meetings and events as needed.
• Schedule hotel and travel arrangements for employees as needed.
• May assist in onboarding on new hires and conducting new hire orientation.
• Other duties as assigned.

QUALIFICATIONS:

The qualifications listed below are representative of the elements required to perform the job successfully, however in some cases, an equivalent combination of Education, Training, Certifications and Experience may meet the job qualifications.

Education, Training, Certifications:

• High school diploma or GED, required.

Experience, Knowledge, Skill Requirements:

• 0-2 years' experience administrative assistant required.
• Must be able to work alone and as part of a team.
• Basic math skills, customer service, problem solving skills, decision making skills, ability to multitask, scheduling experience, billing experience, and the ability to plan and organize is required.
• Advanced math skills, construction experience, and management experience preferred.

Communication Skills:

• Must have the ability to effectively read, write and communicate in English with employees and customers and subsidiary leadership.
• Strong interpersonal, written, and oral communication skills.
• Ability to be productive without oversite.

Systems and Software Skills:

• Ability to operate a computer, and use Microsoft Office required.

Other Qualifications:

• Valid driver's license with acceptable driving record required.
• Must be able to comply with SFS's Drug and Alcohol Policy and Background screening requirements, which may also include customer-specific requirements based on contractual agreement.

PHYSICAL & WORK ENVIROMENT REQUIREMENTS:

Reasonable accommodations may be made to enable individuals with disabilities to perform Essential Job Duties.

Physical Requirements:

While performing the duties of this job, the employee is required to sit for long periods. Employee will occasionally be required to bend, kneel, balance, lift <20lb, walk, stand, ascend/descend stairs, drive, twist, and reach above and below shoulders. Employee will frequently be required to drive and walk for periods.

Work Environment:

Employee will consistently be required to work indoors in an office setting, work alone and with others. Employee will occasionally be required to travel (approx. 10%). Employees will occasionally be required to work outside or in a warehouse setting and be exposed to hot/cold temperatures, dust, fumes, chemicals, electrical hazards, and noise. Employee must occasionally wear all appropriate personal protective equipment, as required by company safety policies while visiting locations.

We are fully committed to equal opportunities for employment to all individuals regardless of race, national origin, gender, religion, sexual orientation, disability, familial status, and any other classification protected under the law. We are an Equal Opportunity, Affirmative Action employer.
While this job description is intended to be an accurate reflection of the position, management reserves the right to modify, add, or remove duties and to assign other duties as necessary.