Branch Administrative Assistant - Part Time

Helget Gas•Bensenville, IL

66d

About The Position

Are you ready to be an essential part of our team? As a Branch Administrative Assistant at Helget Gas Products, you will support daily operations at the branch level, ensuring everything runs smoothly and efficiently. Reporting directly to the Branch Manager, your proactive and flexible approach will be key to our success. Your Role: Your day will start with gathering, reviewing, and submitting morning DOT paperwork. You'll sort and prepare billing documents for manager review and compile compliance paperwork for quality control. Filing daily DOT, truck, and compliance paperwork will be part of your routine. Every two weeks, you'll handle hydrotesting paperwork and prepare a hydrotest report for branch-owned cylinder transactions. In office management, you'll oversee the office supply inventory, prepare purchase orders, coordinate with vendors for bulk orders, and arrange shipping through third-party vendors. In financial and payroll support, you'll assist branch personnel with expense reports, verify payroll systems, and input payroll adjustments. For travel coordination, you'll manage the branch PTO and travel board and book travel arrangements for branch personnel. You'll also maintain compliance files, update weekly helium reports, and collaborate with corporate inventory departments on monthly cycle counts. Special projects and ad hoc reports requested by branch managers will also fall under your responsibilities.

Requirements

Proven experience as an administrative assistant or in a relevant administrative role.
Strong organizational skills with the ability to prioritize tasks and manage time effectively.
Attention to detail and problem-solving skills.
Proficiency in MS Office, particularly Excel and Word.
Excellent written and verbal communication skills.
Ability to work independently with minimal supervision.
High school diploma or equivalent; additional qualifications in Office Administration are a plus.

Nice To Haves

Knowledge of DOT regulations and compliance procedures
Experience with payroll systems and financial documentation

Responsibilities

Gathering, reviewing, and submitting morning DOT paperwork
Sorting and preparing billing documents for manager review
Compiling compliance paperwork for quality control
Filing daily DOT, truck, and compliance paperwork
Handling hydrotesting paperwork and preparing a hydrotest report for branch-owned cylinder transactions
Overseeing the office supply inventory
Preparing purchase orders
Coordinating with vendors for bulk orders
Arranging shipping through third-party vendors
Assisting branch personnel with expense reports
Verifying payroll systems
Inputting payroll adjustments
Managing the branch PTO and travel board
Booking travel arrangements for branch personnel
Maintaining compliance files
Updating weekly helium reports
Collaborating with corporate inventory departments on monthly cycle counts
Handling special projects and ad hoc reports requested by branch managers