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Administrative Assistant
4 weeks ago
Job description:
We are a small business that offers commercial painting services in Colorado and has been doing so for 30 years. We are seeking an Administrative Assistant who is hardworking, flexible, and self-motivated to be a part of our team. This position is a key day-to-day role that is a strong and reliable support position to company operations for several individuals. To be successful in this position you will need to be disciplined, organized, and someone who knows how to direct and take initiative.
Overview:
The Administrative Assistant will provide administrative support to all departments as well as to the Administrative Services Manager. Administrative duties may include but are not limited to, assisting with A/R and A/P responsibilities, and general clerical duties which consists mostly of filing/e-filing.
Specific Responsibilities Include, But Not Limited To:
- Answers and directs phone calls, and e-mails proactively
- Greeting and directing visitors
- Anticipating business needs and priorities using strong interpersonal skills, planning and problem solving
- Provides administrative support in a professional, confidential, and organized manner
- Scanning in paper documents daily to assist with maintain our E-Filing system as well as filing hardcopies away once e-filed
- Capable of using Quickbooks Desktop Pro Plus (Not required, we are willing to train the right candidate)
- Preparing customer invoices for estimator review and sign off, and sending invoice to the customer in a timely manner
- Receiving and posting payments to customer accounts including scanning in received checks to our bank
- Resolve issues with delinquent accounts through contacting and working with the customer
- Perform weekly profitability reports on paid jobs and distribute to sales team for review.
- Prepare outgoing mail and shipments
- Actively contributing to a positive group atmosphere
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc..
- Receive, sort, and distribute incoming mail and shipments from all carriers
- Prepare outgoing mail and correspondence including parcel services and email
- Monitors the office facility to make sure that it remains safe, secure, and well maintained. This includes locking up daily, and ensuring printer is always stocked with paper and checks.
- Maintains office inventory as needed and reports quarterly ordering lists to manager
- Organizing and filing deposit summaries as invoices are paid
- Review social media and respond/interact with customers as well collaborate to provide content for different platforms to include scheduling with photographer/videographer on finished jobs
- Orders field materials, and equipment upon request from the sales and operations team
Qualifications:
- 5+ years experience in an Office Administrative role
- Proficient in G-Suite and Microsoft Office Applications
- Knowledge of Quickbooks Desktop Pro Plus (Willing to train the right candidate)
- Positive attitude, works synergistically with other team members
- Must have proven ability to manage projects, prioritize, and demonstrate efficiency
- Discretion with sensitive information
- Excellent written and presentation skills
- Previous experience using MS Office 365, including Word, Excel, and Outlook
- Ability to work independently with minimal supervision and direction
- Must have strong skills in organization and planning, and exercise sound judgement and problem solving along with strong communication
Job Type: Full-time
Hourly: $24-$28/Hour
Benefits:
- 50% healthcare premium coverage through United Healthcare, includes medical, dental, and vison
- Generous vacation and sick time policies
- Weekly pay every Thursday
- Paid maternity and/or paternity leave
Schedule:
- 8 hour shift Required
- Day shift
- Flexible Hours (7-3, 8-4, or 9-5)
- Monday to Friday
Supplemental Pay:
- Holiday Pay
Work Location: One location
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