Office Administrator

Job Duties and Responsibilities-

• Performs basic clerical and administrative duties for assigned department.
• Responsible for invoicing the client
• Maintaining accurate and complete support for invoicing
• Collection of payments for invoices
• Creates, runs, and distributes standard periodic reports, to communicate follow-up requirements and to summarize reports, etc. Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Assists others in office as needed including providing back-up reception.
• Plans, coordinates, and makes arrangements for on-site and off-site meetings conferences and special events. Coordinates scheduling, travel for attendees, meeting materials, AV, and catering arrangements.
• Ensures accurate and timely communication to involved parties.
• Uses salesforce experience to maintain some estimating opportunities within the software.
• Answer Phones/Direct Customers to appropriate departments when visiting
• Forward Billing Paperwork to the Regional Billing Department daily
• Monitor reports to ensure all paperwork is forwarded
• Escalate any paperwork issues to the Operation/Department Manager
• Collect Payroll Data and turn in to Payroll Dept. every week
• Assist in monthly revenue accruals
• Prepares documents, correspondence and reports as directed. Proofreads for grammar and spelling. Copies, binds, and distributes as directed.
• Enters data to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
• Use standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.

Assists others by furnishing information and helping with basic problem resolution. Answers questions via phone or email and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.

Qualifications-

• Experience billing and invoicing clients.
• Progressive, directly related experience with knowledge of departmental function, procedures, terminology, and interrelationships.
• Above average communication & interpersonal skills required to interact with multiple internal, external & executive contacts.

• PC skills with proficiency with MS Office and other function-specific specialized software programs. Ability to develop spreadsheets and modify formats to complete assignments and ability to recommend improvements.
• Ability to pay close attention to details and present good planning, organization, and time management skills.
• Ability to handle diverse tasks simultaneously, works effectively with interruptions and consistently meets or exceeds production and quality goals.
• Demonstrated ability to handle confidential or sensitive information or issues.
• Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment.
• Must demonstrate ability to work in a team environment

Education-

• High school diploma or GED plus additional specialized courses or Associates Degree in related field.

Other Required Skills, Knowledge or Abilities-

• Exposure to office equipment such as personal computers, copiers, calculators, fax machines, etc. Basic PC skills with ability to enter data and verify accuracy. Ability to handle confidential or sensitive information or issues. Prior billing experience, good working skills with Microsoft Office – heavy use of Outlook and Excel. Light understanding of accounting principles and Rentalman Operating System.
• Initiative: Consistently plans and carries out successive steps of assigned projects using own initiative. Must be proactive to prevent non-compliances and to act when a challenging situation has the potential for worsening if action is not taken to resolve the problem.
• Interpersonal Communications: Understanding of basic math and the ability to read, write and comprehend written and verbal English. Contacts with immediate associates and immediate supervisor for instructions, training, and guidance. Some contact with other departments or external contacts to clarify, obtain and furnish information. May have some external contact with suppliers or customers. Effective oral and written communication skills with good vocabulary, good grammar, and good telephone etiquette. Frequent contact with less experienced personnel resolving problems, training, coaching. Frequent contact with all levels in the organization and external contact requiring negotiation. Above average oral and written communication skills with good vocabulary and good grammar to interact with multiple internal, external, and executive contacts. Strong interpersonal skills with the ability to communicate with all levels of personnel, as well as external suppliers and organizations.

Physical Demands-

While performing the duties of this job, is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Occasionally required to stand; walk; and stoop, kneel, or crouch. Must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Work Environment-

Spends most of the time in an office environment. Occasional visit to shop area. Must take care in moving or lifting office supplies. Infrequent exposure to shop hazards including noise, heavy equipment, high pressure, chemicals, and fumes.

Reporting relationships-

Complexity of Duties and Decisions: Must adhere to departmental policies, schedules, and deadlines, but may adapt techniques or processes to complete assignment. Independently resolves problems or deviations by selecting from specific choices defined in instructions work policies, procedures, and accepted practices. Employee is expected to review own work for completeness, accuracy, and conformance to policy. Supervisor reviews progress versus detailed check for technical adequacy and conformance with practice and policy. Frequently reviews work of others and teaches how to detect and correct errors. Errors in the communication of data can result in ineffective decision-making by others in the company.

Authority: Works under intermittent supervision: Objectives, priorities and deadlines are defined. Assistance is given with unusual situations that do not have clear objectives. Plans and carries out successive steps and resolves problems and deviations in accordance with instructions, policies, and accepted practices. Assigns, monitors & reviews accuracy of work, no authority for personnel actions, work time is spent performing many of same duties of those in group. Models and teaches compliance with all work practices, policies, and procedures.

About Total Safety:

Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, comprehensive flare services, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management.

Total Safety operates from 200 locations globally to ensure the safe Wellbeing of Workers Worldwide (W3).

Total Safety is proud to be an Equal Opportunity Employer and will not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or any other protected status.

If you require special assistance or accommodation while seeking employment with Total Safety, please contact Human Resources at (780) 400-9402