Administrative Assistant

Hydro-Dyne Engineering Inc.•Clearwater, FL

11d

About The Position

Performs administrative and office support activities for multiple managers; duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, filing, and data entry. Manages Accounts Payable and Receivable functions, assists with purchasing and general office administration tasks as required.

Requirements

High school diploma or equivalent
Previous experience preferred
Knowledge of administrative and clerical procedures
Proficient in MS Office (Excel, Word, Outlook)
Self-motivated, able to work independently and within tight deadlines
Ability to identify and resolve problems in a timely manner, gathering and analyzing information skillfully and maintaining confidentiality
Extremely organized, acute attention to detail, and demonstrates accuracy and thoroughness
Ability to do mathematical calculations quickly and accurately
Ability to adapt, deal with frequent change, delays or unexpected events, while promoting a positive outlook
Extremely dependable; consistently at work and on time (notifies if late or absent prior to being late of absent), follows instruction, responds to management direction and solicits feedback to improve performance
Excellent team member; driven to contribute to the team effort
Excellent communication skills, both written and verbal; speaks clearly and concisely in positive or negative situations
Ability to establish and maintain effective working relationships with employees, vendors, agencies and the public
Continuously seeking and implementing methods to increase work quality, customer service and efficiency
Displays a positive attitude
Ambitious, outgoing, loyal and dynamic
Respect for the Company’s resources; treat company equipment, funds, time and co-workers with respect

Responsibilities

Places orders with vendors and maintains accurate pricing and delivery info for each product
Researches the best options in terms of cost, quality and delivery time
Assists with product quote requests from multiple departments
Communicates with Receiving Inspection Team regarding delivery dates and possible back orders
Serve as Purchasing back-up in absence of Senior Purchasing Agent
Manages day-to-day processing of Accounts Payable and Receivable using M1
Ensures that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties
Processes the reconciliation of corporate credit card accounts, monthly spending activity and fulfills tax-related requirements
Maintains Accounts Payable and Receivable documentation and related files, both electronically and on paper
Receives AP invoices and enters data for payments, checking for errors in calculations
Generates AR invoices for new equipment, parts or service
Monitors and processes incoming and outgoing payments
Contacts customers regarding outstanding payments
Assists with Service travel calendar, Sales travel reservations, and creates itineraries; tracks spending and monitors travel budgets
Performs complex and confidential administrative functions; maintains confidentiality of all corporate, personnel, personal and research matters
Provides general administrative support to President and Vice President, including running errands, coordinating travel arrangements, scheduling appointments, and preparing correspondence or reports
Assists with coordinating and organizing company social functions
Supports the receptionist in answering phones and greeting visitors, screening incoming calls and correspondence; responding independently when possible, or re-routing whenever necessary
Knowledge of commonly used concepts, practices and procedures within the defined field
Planning: must be forward thinking with the ability to plan ahead
Keep department organized to maintain a clean and safe work environment
Performs all other duties as directed by Management