Front Office Coordinator

2 weeks ago


Huntsville, Alabama, United States Mister Sparky of Huntsville, AL Full time
Job Overview

Benefits:

  • 401(k) plan
  • 401(k) matching program
  • Dental coverage
  • Health insurance options
  • Paid time off
  • Vision coverage

Position Title: Administrative Support Specialist

Classification: Non-Exempt

Reports to: Controller


Primary Objective: Manage all incoming communications. Execute administrative and some accounts receivable tasks by performing various responsibilities that require systematic organization and procedural adherence.


Authority Level: Carries out routine tasks independently, establishing priorities and scheduling work in line with established policies and procedures. Expected to exercise sound judgment, thoroughness, and competence, as ineffective performance could significantly impact company operations. This role does not involve supervising other employees.


Work Environment: The majority of tasks are conducted in a dynamic office environment characterized by frequent interruptions and the necessity to interact with a diverse range of individuals.


Key Responsibilities:

  1. Manage all incoming phone calls, accurately relaying conversations and important messages while ensuring confidentiality.
  2. Maintain front office documentation and manage office supply inventory, including the procurement of necessary supplies.
  3. Prepare customer invoicing for services rendered, ensuring precision and efficiency.
  4. Assist Project Managers in monitoring accounts receivable and following up on overdue accounts.
  5. Provide light support to the Human Resources department, demonstrating a strong sense of discretion. Perform administrative tasks, including scheduling, file maintenance, and assisting with logistics for new hire orientation.
  6. Support the Controller with various tasks.
  7. Welcome all visitors in a courteous and professional manner.
  8. Receive and distribute incoming mail.

Minimum Qualifications:

  1. High school diploma or equivalent required.
  2. A minimum of 3 years of experience in office administration, preferably in a construction office setting.
  3. Proficiency in operating a computer and utilizing Microsoft Office applications, including Outlook, Excel, and Word.

Physical Requirements:

  1. Ability to remain seated at a workstation for extended periods.
  2. Ability to stand, bend, and move throughout the day.

Additional Skills:

  1. Capacity to manage multiple interruptions and adapt priorities throughout the day.
  2. Exceptional memory and organizational skills to prioritize tasks, manage workload, and meet deadlines.
  3. The ideal candidate will be adept at learning new systems with minimal supervision, highly organized, and possess excellent time management abilities.

Equipment Utilization:

  1. Standard office equipment, including personal computers, multi-line telephone systems, fax machines, and 10-key calculators.

Note:

As a condition of employment, candidates will be required to sign a drug-free workplace agreement and successfully pass a drug and alcohol screening.



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