Administrative Assistant

 

Job Title:  Administrative Assistant

Reports to:  Office Manager & General Manager

Line of Business:  Specialty Contracting Company – Flooring Trade

Effective Date:  02/2024

 

To aid with the recording, organization, and maintenance of daily financial transactions that would be passed to the company’s CPA for review.  Supplementary main duties include coordinating purchases and consolidating the accounts payable processing system. 

 

The following list of duties and responsibilities are essential to the job.  However, specific activities might change from time to time in addition to others which might not be mentioned below.  

 

·         To check, reply, and follow up e-mails and text messages throughout the workday. 

·         To establish and maintain professional relationships with vendors and service providers.  

·         To become acquainted with the workflow/cashflow ratio with reference to individual projects. 

·         To record daily financial transactions. 

·         To manage word and data processing for financial purposes.  

·         To record and file all documents properly. 

·         To work with project coordinators by ordering and tracking products that will be used in individual projects.

·         To create purchase orders according to individual project specification and budget. 

·         To keep track of purchases per project and generally combined.  

·         To verify pricing accuracy and product selection from purchase and generated orders for individual projects.  

·         To manage accounts payable in a timely manner.  

·         To select diverse suppliers occasionally to grow toward a more profitable business.

·         To work with project coordinators by creating invoices, reviewing, and updating accounts receivable/payable to ensure monetary flow. 
·         To maintain track of weekly work orders, to make sure subcontractors get paid in a timely manner.

·         To make sure vendor invoices get paid according to project receivables in a timely manner. 

·         To record hours and generate payroll reports that will be disclosed to ADP to be used in the making of paychecks.

 

 

Fluency in both, English and Spanish. 

Ability to apply mathematical concepts.

Ability to analyze data. 

Professional written and verbal communication skills.    

Office experience.

Potential to work independently and as part of a team occasionally. 

Capacity to multitask and prove high organizational skills.

Ability to work in a fast-paced and under-pressure environment.

Capacity to meet deadlines and proof efficient time management. 

Proficiency in Microsoft Word and Microsoft Excel.