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Office Coordinator

2 months ago

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

Benefits:

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

Position Title: Administrative Support Specialist

Classification: Non-Exempt

Reports to: Controller


Primary Objective: Manage all incoming calls and perform administrative and accounts receivable tasks through various duties that require organized systems and procedures.


Authority Level: Executes routine tasks independently, prioritizing and scheduling work according to established policies and procedures. Responsible for exercising sound judgment and thoroughness, as failure to perform effectively 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 setting with frequent interruptions and interactions with a diverse range of individuals.


Key Responsibilities:

  1. Handle all incoming phone calls, accurately relaying conversations and essential messages while maintaining confidentiality.
  2. Maintain front office documentation and manage office supply inventory, including ordering necessary supplies.
  3. Prepare customer invoices for services rendered, ensuring accuracy and efficiency.
  4. Assist Project Managers in monitoring accounts receivable and following up on overdue items.
  5. Provide light support to the HR department, including administrative tasks such as scheduling and maintaining files 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. Minimum of 3 years of experience in office administration or accounting, preferably in a construction office environment.
  3. Proficient in operating a computer and utilizing Microsoft Office applications, including Outlook, Excel, and Word.

Physical Requirements:

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

Additional Skills:

  1. Capability to manage multiple interruptions and adjust 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 systems with minimal supervision, demonstrating strong organizational and time management abilities.

Equipment Used:

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

Note:

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