Administrative Assistant to Operations Manager

OPERATIONS MANAGER ASSISTANT 
Under the direct supervision of the Operation Manager for DC Enclosures, Inc, this position provides administrative and clerical support for the Operations Manager of a construction company. In addition to typing, filing, and scheduling, the assistant will perform duties such as record keeping, coordination of meetings, coordinating direct mail, planning future marketing campaigns, payroll, employee benefits, human resources, and working on special projects. Also, answers non-routine correspondence and assemble highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors and internal contacts at all levels of the organization. Independent judgment is needed to plan, prioritize and organize a diversified workload. 

The most qualified candidate for this role will have experience assisting within a customer service environment. This position also requires an understanding of office productivity applications such as Microsoft Office suite and Windows operation systems, including QuickBooks Desktop. Anyone that might fit well at DC Enclosures must be reliable, flexible, people-oriented, friendly, patient, fast learning, quick thinking, illustrates initiative and responsibility. This person will LOVE providing our customers, both internal and external, with great and honest customer service. A high-quality productivity level within a fast-paced environment is a necessity. 

Responsibilities: The general list may not include all duties involved with being assistant to the Operations Manager that entails assisting in the daily operations as needed, including marketing, human resources, accounts receivable and payable, and customer relations, both internal and external 

Administrative Duties 

• Preserve historical records by maintaining a working knowledge of information sources, verifying the accuracy of statistics, entering data, backing up the system. Complete in a timely matter with accuracy 

• Maintain quality service by following organization standards 

• Draft correspondences and other formal documents 

• Greet and assist onsite guest 

• Input and maintain customer and vendor correspondence 

• Maintain Customer files, including current and historical information 

• Assist in the completion of special projects 

• Run errands for management 

• Coordinate company lunches and events 

• Coordinate company training, including preparation of handouts, booklets, and PowerPoint presentations 

• Maintains customer confidence and protects operations by keeping financial information confidential. 

• Provides financial information to management by researching and analyzing accounting data; and preparing reports. 

• Various administrative duties, including ordering and purchasing office supplies and equipment 

• Maintain phone system and all employee cell phones 

• Answer up to 6 phone lines and direct callers where needed 

• Fill out and submit various reports as necessary 

• Perform filing and general administrative tasks 

• Provides administrative assistance to owner and field personnel 

• Incoming/outgoing mail – FedEx / UPS shipment 

• Maintain detailed filing system, including the creation of new files 

• Maintain office equipment and supplies 

Accounting Duties 

• Monitor customer accounts for non-payment and delayed payment 

• Analyze discrepancies and unpaid invoices 

• Maintain vendor files 

• Prepare payments by verifying documentation and requesting disbursements. 

• Purchasing entries (CC, POs, checks, etc.) 

• Invoicing Clients for Change Orders and following up for approval and collection of payment 

• Assist with Payables (Subcontractors and Vendors) 

• Assist with Account reconciliation (multiple Vendors & Clients) 

• Assist Expense tracking across multiple Projects, Classes, and Cost Codes 

• Vendor/ Subcontractor compliance (Insurances, W-9, Contracts, Licensing kept up to date, initial set up and trade agreements) 

• Assist with Bank Account/Credit Card Reconciliations 

• Maintain company credit cards/receipts 

Payroll/HR Duties 

• Assist with processing payroll, including time tracking 

• Collect, confirm, and process timesheets 

• Track employee attendance 

• Enter employees' schedules into the Time Tracking App 

• Verify and process employee expense reports and reimbursements 

• Assist with related employee questions while keeping them confidential 

• Assist and direct employees to access their employee benefits 

• Maintain Employee Handbook, Safety Manual and Operation Processes and Procedure Standard Manuals for updates and changes 

• Maintain WC/GL Subcontractor insurance certificates 

• Enter and set up New Subcontractor files 

Marketing Duties 

• Maintain web hosting/email, including social media 

• Various marketing duties including advertising schedule and meeting with media companies and planning strategies in manager's absence 

• Assisting with customers in the showroom and over the phone, and via email 

• Assist as needed with Marketing and Installation Departments in needed administrative needs 

Requirements:  

• Familiarity with bookkeeping and basic accounting procedures 

• Excellent ability to multi-task and prioritize work 

• Excellent written and verbal communication skills 

• Strong organizational and planning skills 

• Proficiency in Microsoft Office with an emphasis in Word and Excel QuickBooks 

• Familiar with TEAMS, Office 365 

Job Type: Full-time  

Required experience: 

• Accounting: 2 year 

• Office Assistant: 2 year 

• Experience in QuickBooks is a must 

• Must be able to pass a background check 

• Construction Setting experience is a preferred 

This Job Is Ideal for Someone Who Is:  

• Dependable -- more reliable than spontaneous 

• Detail-oriented -- would rather focus on the details of work than the bigger picture 

• Achievement-oriented -- enjoys taking on challenges, even if they might fail 

• High-stress tolerance -- thrives in a high-pressure environment 

Required license or certification:  

Driver's License 

Education: 

• High school or equivalent (Required) 

Typical start time: 

• 8 AM 

Typical end time: 

• 5 PM 

DC ENCLOSURES, INC is a DRUG-FREE WORKPLACE