Administrative Assistant

BELFOR Holdings•KNOXVILLE, TN

About The Position

This position is responsible for administrative functions in a field office environment. The Administrative Assistant handles incoming mail and phone calls, directing them to the appropriate responsible party. The role also supports Accounts Payable, Accounts Receivable, Job Cost Review, and Payroll review as required. The position maintains organized office and customer files, creates new jobs in JD Edwards, maintains vendor records using JD Edwards and BCS, ensures compliance with vendor requirements, and completes monthly reconciliation of Accounts Payable statements. The role also includes attending BELFOR-sponsored operations and safety training courses as required.

Requirements

Comprehensive understanding of customer service principles and practices.
Ability to work under time constraints to meet specific timelines.
Attention to detail.
A keen sense of safeguarding other people's property and information.

Responsibilities

Maintain an organized workspace so incoming and outgoing communication reflects BELFOR practices, processes, and standards.
Create new jobs in JD Edwards in a timely manner as required.
Organize and maintain up-to-date job files for Estimator/General Manager review.
Use JD Edwards and BCS to maintain the vendor list.
Ensure compliance with vendor requirements.
Reconcile Accounts Payable statements monthly.
Maintain customer files in digital databases and physical filing systems.
Manage front desk functions related to phone calls, visitors, and mail distribution.
Sort, match, and scan invoices and check requests for Accounts Payable.
Receive customer payments and deposit funds into the appropriate accounts for Accounts Receivable.
Attend BELFOR-sponsored operations and safety training courses as required.
Support Job Cost Review and Payroll review as required.