Executive Administrative Assistant
4 weeks ago
M&M Plumbing & Heating, Inc. is a well-established plumbing company seeking a highly organized and motivated Senior Executive Administrative Assistant to oversee daily office operations, manage administrative functions, and handle customer inquiries.
The ideal candidate will have strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.
Key Responsibilities- Oversee daily office operations, including scheduling and vendor coordination.
- Serve as the primary point of contact for clients, vendors, and service providers, ensuring timely communication and customer service.
- Assist with scheduling plumbing jobs, coordinating with field technicians, and managing the job calendar.
- Perform bookkeeping tasks, including invoicing, tracking payments, and handling accounts payable/receivable.
- Assist with payroll preparation and maintain accurate financial records.
- Assist with creation of proposals, reviewing plans and fixture schedules, and estimating.
- Manage incoming calls, emails, and customer inquiries, ensuring prompt and courteous responses.
- Maintain organized filing systems for company documents, including client contracts, invoices, and employee records.
- Support the management team with administrative tasks, including preparing reports and handling correspondence.
- Ensure compliance with office policies, including safety and health regulations.
- Organize and plan company events, meetings, and training sessions.
- Monitor office budget and expenses, ensuring cost-effective operations.
- Proven experience as a Senior Executive Administrative Assistant, Office Manager, Administrative Assistant, or similar role, in the plumbing or trades industry.
- Familiarity with bookkeeping tasks and financial software (e.g., Sage, QuickBooks) is required.
- Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
- Excellent communication skills, both written and verbal.
- Proficiency in MS Office (Word, Excel, Outlook).
- Basic knowledge of accounting principles and experience handling accounts payable/receivable.
- Previous experience in a plumbing, HVAC, or construction environment is a must.
- Ability to work independently and solve problems proactively.
- A positive attitude and willingness to support both office and field staff.
- Competitive salary and benefits, including healthcare and 401K.
- 3% Company Salary Match.
- Opportunities for career growth within a fast-growing company.
- Friendly and supportive work environment.
Interested candidates should submit their resume and a brief cover letter detailing their qualifications and interest in the position.
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