Administrative Assistant

STG Fiber Services LLC•Youngstown, OH

3d•$18 - $25

About The Position

As an Administrative Assistant at STG/Blue Jay Communications, you provide administrative, project setup, and invoicing support for the Brooklyn and Youngstown offices. You help ensure projects are entered accurately, invoicing is completed on time, and business systems remain aligned and current. You support project managers, operational staff, and accounting personnel by maintaining project information and handling day-to-day administrative tasks. The role calls for attention to detail, organization, responsiveness, and the ability to manage multiple priorities. Responsibilities include setting up projects in company systems, maintaining and verifying project data, processing invoices, and resolving invoicing discrepancies in coordination with project teams and accounting. The position also provides office support, including handling calls and shared inboxes, maintaining supplies, and assisting project managers and operational staff. The role monitors Work-In-Progress reports, follows up on outstanding invoices and assigned issues, and maintains organized project, invoicing, payment, and job-entry records. The position reports directly to the Chief Financial Officer (CFO), with day-to-day direction from the Operational Manager. It collaborates regularly with the Accounting Team, Project Management Teams, and Administrative Staff, and may receive task-specific direction from other internal departments.

Requirements

Demonstrated expertise using Pathwave, Microsoft Office Suite, Foundation, and Paylocity.
Proven experience managing financials, including job costing, budgeting, forecasting, and reporting.
Strong communication skills with customers, team members, vendors, and internal stakeholders.
Exceptional organizational ability to track and update project progress using various tools and maintain comprehensive documentation.
Leadership that motivates cross-functional teams and promotes a positive culture.

Responsibilities

Complete setup and entry of new projects in established systems.
Maintain accurate project data in Prism, Foundation, and the Super Tracker, verifying consistency across systems and updating records as needed.
Process invoicing for Brooklyn and Youngstown projects accurately and promptly, reviewing project information beforehand.
Support invoice corrections, updates, and follow-up; coordinate with project teams and accounting to resolve discrepancies.
Review emails and incoming requests related to project setup and invoicing.
Monitor Work-In-Progress (WIP) reports and identify discrepancies requiring correction.
Communicate with project managers and team members about project information and invoice requirements.
Answer and direct incoming calls and office communications; monitor shared email inboxes and respond or route requests appropriately.
Maintain office supply inventory and coordinate ordering when necessary.
Provide administrative assistance to project managers and operational staff.
Follow up promptly on outstanding invoices, rejected invoices, payments, and assigned issues.
Maintain accurate and organized administrative, invoicing, payment, and job-entry records.
Participate in team discussions and follow up on outstanding administrative items.
Complete daily administrative and financial responsibilities accurately and within established deadlines.
Provide administrative support across the offices identified in the posting.