Administrative Assistant

PumpMan, a Harrington Company, is a leading provider of pump systems and on-site maintenance and repair services for customers in the commercial, industrial, and municipal market sectors. Founded in 1977, PumpMan has locations throughout the Unites States and is actively expanding its network to deliver services to a wider area and broader customer base. PumpMan joined the Harrington family of companies in 2023, and, in combining forces, created an industry leading single source provider for process solutions products, design, installation, maintenance, and repair. We are also committed to stocking products in branches and regional distribution centers, allowing us to deliver unmatched customer service by having a wide variety of products immediately available.

Our national footprint, dedication to service and highly trained, passionate team members have made Harrington and PumpMan prominent, highly respected names in our industry and enabled our success for more than 6 decades. We realize our greatest asset is our people and we are dedicated to offering opportunities for training, personal growth, and career advancement. If you are looking for an excellent company that offers not just a job, but a career path, then come join our winning team!


Experience Needed:
· Has the ability to work independently & resourcefully within a small company environment.
· Is willing to ask when in need of direction, but willing to take the reins on projects.
· Proficient in MS Office: Word, Excel, Outlook
· Is organized, efficient & has good attention to detail.
· Construction, plumbing, or service company background desired
Time Card Processing
· Processing Timecards for payroll into Excel Workbook, reviewing information from Field Staff, correcting designating workers comp rates, and scanning Timecards into PDFs.
Purchase Order & Vendor Tag Processing
· Processing tags that come in from vendors, matching them to purchase orders, correcting prices & information listed on purchase orders.
Invoicing
· Invoice customers based on job cards, proposals, timecards & purchase orders. Review, comprehend & correct information from Field Staff for invoicing. Send out promotional material with invoices.
· Completing Over the Counter sales when directed.
Follow Up Calls
· Follow up calls and/or emails to customers asking if they received the invoice and payment status. This will require obtaining correct contact information (especially for businesses) and making sure correct contact info is in office management software. Maintain a Follow Up Log & communicate with Finance Manager and General Manager status of payments or issues brought to your attention by customers.
Filing
· Creating and filing folders for completed jobs. Misc. filing .
Misc. Projects & Duties
· Office supply orders as needed.
· Pricing & Parts Updates in office management software
· Other small & large projects that utilize organizational skills.
· Keep Timecards & other field forms printed and available to Field Staff.
· Greeting customers & vendors coming in the office, directing them to the right person to speak with.
· Answer calls coming in to the "General Calls" line and directing them to the correct person.
Daily Priorities
· Invoicing which requires Timecards & Vendor Tags to be caught up.
· Follow up calls/emails from prior invoicing.
· Checking & distributing mail.
· Customer payments & bank deposits.
· Folders & Misc. Filing (while this doesn't need to be done daily it should be done weekly)


PumpMan, a Harrington company provides an outstanding benefits package, designed to support our employees’ health, financial wellness, and work-life balance, with options that go above and beyond standard offerings!

Insurance:
• Medical Plans: Choose from HDHP/HSA (with monthly company contributions) or a PPO option.
• Spousal HRA: SIHRA covers 100% of eligible expenses up to $9,400 per individual or $18,800 per family each calendar year.
• FSAs: Flexible spending options for health and dependent care expenses.
• Dental: Comprehensive, including orthodontic care for both children and adults
• Vision: Includes discounts on Lasik.
• Telehealth & Concierge: 24/7 healthcare access with prescription services for enrolled members.
• Life Insurance and AD&D: Company paid life and AD&D coverage
• Long Term Disability: Company paid LTD program
• Optional Coverages: Short term disability, voluntary pet care, identity protection, voluntary life insurance with optional dependent coverage, plus supplemental critical illness, accident, and hospital indemnity.
• Employee Assistance Program: Professional support for employees during critical times.
• Disability: Options for bo