Administrative Assistant II

Service Experts Heating & Air Conditioning • Upper Darby, PA

3d • Onsite

About The Position

Provides general administrative and clerical support to the location by following standardized processes and procedures and using computerized systems and software. The range of tasks varies according to the size and staffing level of the location. Work is performed under general supervision, with latitude for limited decision-making.

The role supports office operations, purchasing and inventory administration, payroll documentation, billing, accounts receivable, memberships, employee records, and financial close activities. It requires accurate and timely processing, professional customer service, confidentiality, and reliable attendance. Duties may change in accordance with the needs of Service Experts.

Requirements

• High school diploma or equivalent.
• Minimum experience listed as 2+ years; the qualifications section also describes 0–2+ years of general clerical or accounting clerk experience.
• Knowledge of generally accepted administrative practices and procedures.
• Ability to learn and follow company processes and procedures, including fundamentals of human-resource recordkeeping and record retention.
• Ability to maintain confidentiality of human-resource and other sensitive data.
• Ability to work under pressure, meet deadlines consistently, and maintain strong attention to detail.
• Ability to handle stressful situations and unhappy customers.
• Ability to multitask and organize and manage multiple priorities in a busy work environment.
• Excellent customer-service, verbal and written communication, and interpersonal skills.
• Experience or training using computers and related systems in an administrative office environment.
• Working knowledge of Microsoft Word, Excel, and Outlook.
• Ability to communicate effectively with customers to resolve issues, complaints, or concerns, and to communicate pleasantly and professionally with diverse customers and coworkers.
• Ability to work effectively both as part of a team and independently.

Responsibilities

• Answer telephone calls and assist callers or route calls to the appropriate person.
• Sort and open mail, order office supplies, and maintain files.
• Disburse petty cash, collect required receipts and documentation, reconcile monthly expenditures, and submit documentation to Accounts Payable for replenishment.
• Remove payments and documents from the lock box, record information in the cash log, prepare deposit slips, deposit funds at the bank, and send deposit information and receipts to the designated person.
• Enter information into designated systems to create purchase orders, obtain management approval, and route or retain purchasing documentation according to procedures.
• Track consigned inventory usage, create purchase orders as inventory is used, reconcile inventory against usage records, and reconcile invoices to purchase orders.
• Process extended warranty claims, review product warranty information, and complete vendor warranty documents.
• Complete and track Returned Goods Authorization forms and payments or credits from vendors.
• Review timesheets for completeness, correctness, and approvals before forwarding them to corporate personnel for entry into the time-keeping system.
• Calculate piece-rate payments and compile data on spiff payments for entry by corporate personnel.
• Complete billing activities and related reports accurately and on time, and research and resolve billing inquiries.
• Complete accounts receivable activities, including printing and mailing invoices, contacting customers about balances, collecting payments, making timely deposits, and preparing related reports.
• Handle membership activities, including filing agreements, scheduling customer visits, generating monthly reports, and maintaining the Ad Builder website.
• Close center tickets and jobs on time and ensure information is accurate.
• Gather information and documentation to complete Employee Action Notices in the Exponent HR System.
• Send new-hire documentation and other required forms to payroll or a designee.
• Generate system reports to document activity status and complete fiscal close forms for month-, quarter-, and year-end close.
• Calculate estimated values for wages due, pending invoices, or other items when required.
• Follow SOX procedures and ensure required files and documents are complete and correct.
• Represent the company professionally, honestly, and ethically in business matters and activities.
• Perform similar or other duties as needed or assigned and maintain regular, reliable attendance.

Benefits

• 24 paid days off during the first year, including vacation, personal holidays, and national holidays.
• 29 paid days off after the second year.
• Company-sponsored medical, dental, and vision insurance.
• 401(k) retirement savings plan with company matching contributions.
• Company-paid employee life insurance, with family coverage options.
• Short-term and long-term disability insurance options.
• Supplemental benefits including legal advice, pet insurance, and health advocacy programs.
• Training, support, and opportunities for professional growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED