Administrative Assistant

Superior Environmental Solutions•Chunchula, AL

About The Position

Reporting to the Controller, the Administrative Manager will be responsible for directing administrative personnel, working at various locations. The Administrative Manager will work closely with the Controller to ensure procedures are followed according to the established Standard Operating Procedures. Administrative personnel includes office managers and administrative support responsible for processing payroll, data entry, billing, and collections to assure effective, accurate and timely operation.

Requirements

Minimum of five years of administrative and/or office management experience.
A high school diploma is required, with some college preferred.
Must be willing to travel to various office locations as needed.
Experience in a time and materials or project-based setting (such as construction), preferred but not required.
Must be organized and able to make efficient use of time.
Must be able to read, write and communicate effectively in English.
Proficient in Microsoft Excel and Microsoft Word.

Nice To Haves

Experience with Netsuite is preferred.

Responsibilities

Oversee and ensure compliance with Company SOP’s for billing, collections, data entry, payroll and related functions.
Review Biller’s Weekly Reports with the goal of assisting in pushing for invoice completion.
Make follow up calls necessary to push the flow of invoicing.
Maintain the office copy of the departments SOPs.
Ensure personnel are compliant with updates and changes to the department’s SOPs.
Ensure high performing employee development; i.e., interview potential new hire candidates, assign duties, evaluate employee performance, resolve personnel issues, motivate and train staff to assure efficiency, continued growth and professional development.
Ensure documentation relating to job performance, conflicts, training, audits, etc., is completed and forwarded to headquarters according to policy.
Identify areas of opportunity per employee and team to gain knowledge and skills to meet the needs of a changing customer and service line mix.
Monitor submissions to Corporate for accuracy and timeliness.
Ensure all deadlines are met for daily, weekly, monthly tasks.
Review weekly collection notes – follow up with office manager, customer, sales, controller, etc. as needed.
Conduct bi-weekly staff meeting to review policy, goals and performance and to plan for the upcoming projects.
Assist in maintaining and updating Billing Protocols.
Ensure that customer specific billing rules are being followed per customer contracts.
Be willing and able to assist team with their duties at any time.
Maintain open communication with company personnel as needed.
Assure all reporting and submissions from direct reports to Corporate personnel are completed accurately and in a timely manner.
Assist personnel with challenges and escalate to corporate personnel as needed.
Lead by example and instill an attitude of teamwork and cooperation.
Review and approve direct report’s weekly timecards.
Assist with presentations for F&A meetings.
Identifying and recommending process and/or system improvements