Administrative Assistant Jobs in Reno, TX

About The Position

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.