Administrative Assistant

DeSHAZO LLC•Richardson, TX

19h

About The Position

The Administrative Assistant reports directly to the Service Manager and provides administrative and accounting support for the local service area, remote branches, and North Region operations. The role focuses on accounting-related administrative functions, including data entry, purchase order processing, financial record keeping, job documentation, and invoice support. The position supports accurate financial and service records, helps process jobs through the accounting system, and ensures service work is documented and invoiced in a timely manner. It also provides clerical, data-processing, and office-administration support to the Service Manager and remote service locations.

Requirements

Minimum of 5 years of administrative or accounting-related experience.
Previous experience with general accounting functions, including purchase orders, invoice processing, financial data entry, and record keeping.
Experience working with ERP or accounting systems.
Strong Microsoft Office skills, particularly Excel, Outlook, and Word.
Excellent attention to detail and a high degree of accuracy when handling financial information.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong organizational and problem-solving skills.
Professional communication skills and the ability to work effectively with teammates, vendors, and customers.
Ability to quickly learn and adapt to internal accounting systems and procedures.

Nice To Haves

Sage experience.
Experience in the overhead crane, industrial service, manufacturing, or equipment industry.

Responsibilities

Perform accounting-related data entry for remote service branches.
Review and verify service job files, technician timesheets, labor hours, and service tickets for accuracy and completeness.
Prepare, process, and maintain purchase orders for remote branches and North Region installations.
Create and update purchase orders through the DocuWare system.
Review retail parts transactions and assist with timely processing and invoicing of service jobs.
Assist with tracking and verifying freight costs and other job-related expenses.
Maintain accurate accounting records and supporting documentation.
Assist with general accounting functions and other financial administrative duties as needed.
Scan, organize, and maintain completed service job files.
Maintain accurate electronic job files and documentation.
Review service paperwork to ensure required information is complete and properly recorded.
Provide administrative support to the Service Manager and remote service locations.
Assist with general clerical, data processing, and office administration responsibilities.