Administrative Assistant Jobs

About The Position

Requirements

• Experience billing and invoicing clients.
• Progressive, related experience with knowledge of departmental function, procedures, terminology, and interrelationships.
• Above average communication & interpersonal skills required to interact with multiple internal, external & executive contacts.
• PC skills with proficiency with MS Office and other function-specific specialized software programs. Ability to develop spreadsheets and modify formats to complete assignments and recommend improvements.
• Ability to pay close attention to details and present good planning, organization, and time management skills.
• Ability to handle diverse tasks simultaneously, works effectively with interruptions and consistently meets or exceeds production and quality goals.
• Demonstrated ability to handle confidential or sensitive information or issues.
• Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment.
• Must demonstrate ability to work in a team environment

Nice To Haves

• Salesforce experience

Responsibilities

• Performs basic clerical and administrative duties for assigned department.
• Responsible for invoicing the client
• Maintaining accurate and complete support for invoicing
• Collection of payments for invoices
• Creates, runs, and distributes standard periodic reports, communicates follow-up requirements and to summarize reports, etc. Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Assists others in office as needed including providing back-up reception.
• Plans, coordinates, and decides for on-site and off-site meetings conferences and dedicated events. Coordinates scheduling, travel for attendees, meeting materials, AV, and catering arrangements.
• Ensures accurate and timely communication with the parties involved.
• Uses salesforce experience to maintain some estimating opportunities within the software.
• Answer Phones/Direct Customers to appropriate departments when visiting
• Forward Billing Paperwork to the Regional Billing Department daily
• Monitor reports to ensure all paperwork is forwarded
• Escalate any paperwork issues to the Operation/Department Manager
• Collect Payroll Data and turn in to Payroll Dept every week
• Assist in monthly revenue accruals
• Prepares documents, correspondence and reports as directed. Proofreads for grammar and spelling. Copies, binds, and distributes as directed.
• Enters data to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
• Use standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.
• Assists others by furnishing information and helping with basic problem resolution. Answers questions via phone or email and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.