Finance Administrative Assistant

Conrad Shipyard•Morgan City, LA

2d•Onsite

About The Position

Duties and responsibilities Responsibilities and duties will include, but are not limited to: Provide administrative and clerical support by answering the phone and door, typing, filing, organizing, preparing Federal Express forms, scheduling meetings, faxing, etc. for all departments within the corporate office. Maintain inventory of office and cleaning supplies and schedule maintenance for office machines and equipment. Digitize paper documents for electronic storage (scanning). General administrative/clerical support duties. Add and update New Suppliers in Oracle. Assist with compiling Board Packages, setting up meeting site and ordering meals for participants as needed. Accounts Receivable, Collections, and Deposits – responsible for sending out monthly statements, making/recording/posting all incoming payments, updating, and balancing external AR control spreadsheet daily with receipts and miscellaneous invoice information, and AR month end closing. Balance and replenish the office Petty Cash account monthly. Maintain weekly subcontractor hours purchases recap and email weekly purchases to subcontract labor companies. This includes making corrections or adjustments, as well as reconciling invoices when needed. Matching Scrap Sales tickets to invoices and separate by location. Enter employee purchases into Oracle and process for each location. Investor Relations – includes mailing press releases, posting updates online, and emailing any mail outs per Corporate Controller and CFO’s request. Distribute and file auto insurance cards and notify insurance agency of any changes, monthly review of listing to request information as needed. Submit Work Orders to Whitney Bank for maintenance issues. Credit Cards – handle receipts and prepare monthly recap.

Requirements

Ability to maintain confidential information.
Excellent verbal and written communication skills.
Ability to collaborate and work well with others.
Excellent time management skills and the ability to prioritize work and meet deadlines.
Strong organizational skills with the ability to multi-task.
Computer skills, including Microsoft Word, Excel, Outlook, etc.
High school diploma required.
Minimum of 1 years’ experience working in a clerical office setting required.

Nice To Haves

Experience with Oracle preferred.

Responsibilities

Provide administrative and clerical support by answering the phone and door, typing, filing, organizing, preparing Federal Express forms, scheduling meetings, faxing, etc. for all departments within the corporate office.
Maintain inventory of office and cleaning supplies and schedule maintenance for office machines and equipment.
Digitize paper documents for electronic storage (scanning).
General administrative/clerical support duties.
Add and update New Suppliers in Oracle.
Assist with compiling Board Packages, setting up meeting site and ordering meals for participants as needed.
Accounts Receivable, Collections, and Deposits – responsible for sending out monthly statements, making/recording/posting all incoming payments, updating, and balancing external AR control spreadsheet daily with receipts and miscellaneous invoice information, and AR month end closing.
Balance and replenish the office Petty Cash account monthly.
Maintain weekly subcontractor hours purchases recap and email weekly purchases to subcontract labor companies. This includes making corrections or adjustments, as well as reconciling invoices when needed.
Matching Scrap Sales tickets to invoices and separate by location.
Enter employee purchases into Oracle and process for each location.
Investor Relations – includes mailing press releases, posting updates online, and emailing any mail outs per Corporate Controller and CFO’s request.
Distribute and file auto insurance cards and notify insurance agency of any changes, monthly review of listing to request information as needed.
Submit Work Orders to Whitney Bank for maintenance issues.
Credit Cards – handle receipts and prepare monthly recap.