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Administrative Assistant

3 months ago

San Antonio, United States MassBur Investments Full time
Job DescriptionJob Description

POSITION DESCRIPTION - Administrative Assistant


Department: Administrative

Position Reports to: General Manager

Salaried / Hourly: Hourly

Status: Non-Exempt

Travel Required: Yes

Position Type: Full-Time

Reporting Position: N/A


Position Summary / Purpose

Provide support to management in the form of orchestration of administrative functions.

Help retain customers by exceeding their expectations through follow up contact with them and through the accurate transcription of customer information.

Primary Duties and Responsibilities

  • Answer phones and handle incoming calls during regular business hours and as part of the on-call rotation outside of regular business hours.

  • Type and process business correspondence.

  • Create invoices.

  • Schedule work.

  • Prepare work orders.

  • Perform customer billing.

  • Track customer and sales data by maintaining the customer database.

  • Assist with basic bookkeeping activities (enter invoices, send statements, process A/P).

  • Greet walk-in customers. Act as the gatekeeper for those seeking time with executives and managers, both in person and over the phone..

  • Prepare production paperwork for the following day.

  • Finalize internal office documentation.


Additional Duties and Responsibilities

  • Assist in assembling marketing and presentation materials.

  • Assist with daily housekeeping of the office.

  • Make deliveries to and from the post office.

  • Update project notes.

  • File records.

  • Respond to client account inquiries in a timely and professional manner.

  • Conduct follow-up calls.

  • Assist with onboarding and recruiting of new employees.

  • Participate in HR-related activities and assist the manager in staying informed about office matters.


Decision Rights and Authority

  • Prepare invoice documents based on documentation provided.

  • Schedule service vehicles and technicians based on available capacity.

  • Source and purchase all standard office supplies, manage inventory levels of supplies, and determine vendors.


Working Relationships and Scope

  • Maintain timely communication and flow of information with technicians, service providers, estimators, project managers, and billing department/bookkeeper.

  • Coordinate activities associated with organizing events conducted or sponsored by the company.

  • Assist with the development of new policies and procedures.

  • Provide first-level IT support to all areas of the company, troubleshoot hardware and software problems, and other office equipment issues.

  • Participate in weekly staff meetings and regularly scheduled management meetings.

Performance Competencies

  • Oral Communication

    • Speaks clearly and persuasively in positive or negative situations. Able to effectively calm excited customers, use questioning to accurately identify the type and extent of problem and describe the steps that will be taken. Adaptable and able to think on his/her feet.

  • Written Communication

    • Writes clear, precise, well organized letters, proposals, and emails. The individual edits work for spelling and grammar and is able to read and interpret written information. Uses appropriate vocabulary and grammar.

  • Planning and Organizing

    • Plans, organizes, and schedules their time in an efficient and productive manner. Focuses on key priorities. Effectively manages multiple tasks simultaneously. Pays attention to details.

  • Process Orientation

    • Approaches tasks with an understanding of the overall set of steps involved in completing the work. Awareness of what is required for them to complete their job and what others require. Has a continuous improvement mindset – is always thinking about ways to improve and streamline business processes.

  • Technology

    • Regularly uses standard word processing, spreadsheet, and presentation software tools to enhance efficiency and accuracy of work performed. Proficient at using company approved software applications for bookkeeping, customer information, and job notes.

Qualifications-Knowledge, Skills, and Abilities

  • Education and Experience

    • High school (or GED) diploma plus a minimum of three (3) to five (5) years of office or bookkeeping experience.

  • Bookkeeping and Accounting

    • Basic understanding of bookkeeping and cash flow. Experience using bookkeeping software such as QuickBooks to perform invoicing and process A/P.

  • Mathematical Skills

    • Adequate math skills. Ability to compute ratios and percentages and to interpret financial reports and analyze performance against business plans and industry benchmarks.

  • Computer Skills

    • Demonstrates proficiency in the use of computers and computer software including Slack and Google Suite products (Google Docs and Google Sheets). Ability to learn and use enterprise software applications for tracking customer information, posting job notes, and scheduling work.

  • Certificates, Licenses, and Registrations

    • None required for this position.

Physical Demands

The physical demands described below are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel, reach with hands and arms, and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.


Working Conditions

  • The work of this position is predominantly carried out in an office environment. Daily exposure to the shop where vehicles and equipment are housed and maintained is expected.

  • Noise level in the work environment is usually quiet.


This position description in no way states or implies that these are the only duties to be performed. You will be expected to follow any additional job-related instructions and to perform additional job-related duties as requested by your supervisor.