Administrative Assistant 2

Convergint Career • Mount Laurel, NJ

3d • Onsite

About The Position

Convergint is looking for a full-time, enthusiastic, results driven and forward-thinking Administrative Assistant to join our amazing culture. As an Administrative Assistant, you are a part of a dynamic team that allows you to grow as Convergint grows. For information about how we use your personal information, please see our Colleague & Applicant Privacy Notice, available on convergint.com/careers.

Requirements

• College degree, trade school or equivalent experience
• 3-5 years office management or equivalent experience
• Strong planning and organizational skills.
• Excellent written and verbal communication skills.
• Very adaptable – responds effectively to changes in situation or information; ability to influence others and build consensus using good written and verbal communication skills.
• Customer service oriented.

Nice To Haves

• Accounting, bookkeeping, and/or financial

Responsibilities

• Preliminary review of booking package to ensure it meets minimum booking requirements (PO vs signed agreement, minimum GM met, vendor quotes are valid, valid invoicing agreement, etc)
• Set up review call
• Make booking package modifications, process through iQuote and book in iFinance.
• Make sure project name matches 460 naming conventions.
• Create booking folder in Sharepoint, make sure package has all documents that are labeled clearly. (iTrac? Wrike?)
• Send welcome letter.
• Review CSPs for complete and accurate information.
• Process CSPs in iQuote/iFinance.
• Generate the sharepoint folder for CSPs.
• Update service invoicing rates sheet.
• Complete the iFinance closeout process.
• Verify all relevant documents are added to project folder (final BOM, programming matrix, warranty letter/acceptance letter, commissioning report).
• Document management + Office Admin
• Subcontractor onboarding and management
• AP assistance
• Social Responsibility Day + other special event coordination (BCA, I&D, Safety Jamboree, Winter Holiday party, etc)
• Request and manage COIs.
• Notary
• Scheduling meetings, making travel arrangements, arranging events and other projects as assigned.
• Assisting with accounting/bookkeeping duties.
• Provide direction and coaching to less experienced Administrative Assistants or other office staff colleagues.

Benefits

• 10 Company Holidays and Paid Time Off starting at 13 days annually
• Fun & Laughter Day Off
• Medical, Dental & Vision Plan
• Life insurance & Disability Plan
• Wellness Program
• 401K Matching Plan
• Colleague Assistance Program
• Tuition reimbursement
• Competitive salary and compensation plan
• Vehicle reimbursement plan or company vehicle
• Corporate Social Responsibility Day
• Cell phone reimbursement (if applicable)
• Paid parental leave

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree