Office Assistant

Summary

The Office Assistant is responsible for general administrative tasks within the office with the approval and direction of the Controller, the immediate supervisor. The primary role is to ensure that all office administrative functions are coordinated to achieve a high level of productivity within the company. The role requires organization and a self-motivated individual who will be responsible for providing administrative support of projects, communication, documentation while working with the team to create and standardize processes to reach company goals. To be successful in this position you should be detail-oriented, professional and have excellent written and verbal communication skills.

Responsibilities

• Responsible for the timely, accurate execution of tasks
• Ensures that administrative processes for projects are run in compliance with the organization’s requirements
• Perform data entry with extreme attention to detail
• Maintain records for open jobs to ensure all required project documents exist
• Opening contracts and jobs in ViewPoint
• Enter change orders in ViewPoint
• Set up and maintain Accounts Receivable customers in Viewpoint
• Enter Accounts Receivable deposits
• Set up and maintain Accounts Payable vendors in Viewpoint
• Enter AP invoices in ViewPoint
• Organize and maintain personnel records
• Successfully guide new employees through entire onboarding process
• Act as point of contact for new hire queries
• Be involved in ideas and activities for employee appreciation events
• Audit employee files for accuracy and consistency
• Track and file all personnel documentation and activities relevant to the company
• Process lay off’s and terminations
• Employee badging as required by the customer and/or project sites
• Process weekly payroll and certified payroll
• Process weekly T&M billings
• Other duties, activities, and responsibilities may vary and change as assigned
• The job requires intermediate computer proficiency and critical thinking skills
• Physical demands include long hours sitting, using a computer, standing, pulling/pushing, walking, lifting, and climbing

Education and Experience

• High school degree or equivalent
• Preferred college degree in business administration or similar field. Relevant work experience may substitute for a degree.

Supervisory Responsibility

None