Administrative Assistant

Associated Scaffolding Company•Raleigh, NC

1d•Onsite

About The Position

As a family-owned company, we take pride in developing a culture where training and safety are core values practiced throughout all levels of our organization. Our commitment to safety starts with our leadership team and continues throughout our organization, from our branches to job sites. Job Overview: As an Administrative Assistant in Associated Scaffolding, you will be performing general office and administrating the Scaffold Construction and dismantling operations managing rental leases, and time and attendance.

Requirements

High School Diploma or equivalent.
Good interpersonal skills and proficiency in verbal and written communication in the English language.
Discretion in the handling and security of confidential information.
Must be proficient in Microsoft Office programs: Outlook, Excel, and Word.
Must be detail-oriented.
Ability to work successfully both independently and within a team.
All candidates must submit to drug testing, a criminal background check, and an E-Verification of their eligibility to work in the US.

Responsibilities

Routinely provide courteous telephone and visitor reception as required
Restock Office supplies
Organize Branch Social Events
Process and fill invoices, service reports
Process payments for COD customers
Manage cash reconciliation; prepare deposits and send receipts to corporate
Assist in mailing out or emailing invoices when needed
Print, distribute promotional materials and assist with customer giveaways
Knowledgeable in store products
Assist front counter with walk in customers
Includes taking orders from customers, documenting these orders, invoicing, filing paperwork
Advise warehouse manger of upcoming orders both inside sales and E&D
E&D Time and attendance; assist with all employee's time in branch if needed
Assisting customers with delivery and pick up of products to and from customer job sites
Processing related documents
Assisting in maintaining drivers daily schedules and dispatch drivers to their destinations
Schedule deliveries and pickups with customers
Communications with department managers, salesmen, employees, and customers appraised as to company schedule and lead times.
E&D Keep shared calendar current
Communicate with person responsible for scheduling in my branch
Type ticket for driver
Assist in filling out service reports for change orders; labor/time and material
Print information sheet/E&D profile for lead erector
Call customer to confirm delivery or pick up
Check customer account prior to any dismantles
Process any payments needed for non-account customers
Assist in maintaining job file
Create E&D job spreadsheet showing excess and remaining equipment
Reconcile equipment after excess count is given
Send all paperwork to billing department including all load tickets/extra deliveries, excess counts, safety sign off
Keep track of all start/stop rent dates
Print ER's for driver/lead erector
Complete ER once equipment is returned and send to billing with directions on what to bill and when to stop rent
Assist in any hotel reservations or per diem when needed
Assist in regular rentals
Quotes under 20' of scaffold
Returning equipment to inventory
Occasionally sent out buy-out worksheet
Bill out for lost or damaged equipment and any labor charges
Transfer equipment between customers, jobs, or branches
Maintain overage spreadsheet for both rentals and e&d
Assist in mailing or emailing customer invoices
HR Monitor employee attendance
Send requests for time off and add to calendar
Forward employment applications and waivers to HR
Assist in onboarding or interviews
Schedule new employees for fit test
Assist new employees with completing orientation paperwork
Assist with pre-employment drug testing as needed
Maintain supply of Employee Handbooks for new employees
Assist in making sure counts are correct; finding any discrepancies
Assist customers with small orders; ladders, pins etc.
Monitor GPS if need be
Assist in maintaining show room
Maintain inventory ordering (struggle with keeping up some times)
Hold monthly/quarterly safety committee meetings as needed
Assist in maintaining EOM reports
Assist in shipping and receiving
Assist in training new office staff as well as new upcoming system
Assist accounts receivable with monthly statements, collections
Assist corporate with customer specifics
Assist salesman with order pulling, processing, invoicing, ordering
Assist in keeping bathrooms, showroom, training room clean when I can
Assist in training where needed