ASSISTANT OFFICE ADMINISTRATOR

Summary: The Assistant Office Administrator provides crucial support to the Office Administrator in various administrative and operational functions including billing, collections, customer service, purchasing, report generation, inventory control, payroll, and shipping/receiving.

Supervisory Responsibilities: None

Essential Functions: The essential duties and responsibilities of this position include, but are not limited to:

• Organization and Multitasking: Ability to maintain organization, manage multiple tasks, and work effectively under pressure and deadlines in a positive and professional manner.
• Customer Service: Greet and assist customers in person and over the phone courteously and professionally. Manage incoming calls, route calls appropriately, and transfer phones to the answering service during off-hours.
• Data Entry: Accurately and efficiently perform data entry tasks including recording payroll hours, billable hours, product and service orders, new warranties, warranty claims, sales, work orders, maintenance contracts, purchases, and invoices from subcontractors, vendors, and customers.
• Inventory and Supplies Management: Manage and order office supplies, parts, and other inventory items. Restock office supplies and maintain inventory control.
• Administrative Support: Provide administrative support by preparing and sending documents, maintaining filing systems, and assisting with general office tasks.
• Security Management: Responsible for locking/unlocking property gates and/or building doors. Set security alarms in the morning and evening as per established procedures.
• Other Duties: Perform other duties as assigned by the Office Administrator to support office operations and efficiency.

Other Functions: Tasks that may be assigned occasionally or as needed:

• Receive incoming shipments and prepare outgoing shipments. Route shipments to the appropriate departments and coordinate shipments with carriers.
• Leave the office to perform tasks such as purchasing money orders, visiting the post office, bank, etc.
• Assist with filing and other administrative tasks as required.

Education and/or Experience:

• High School diploma or General Education Degree (GED) required.
• One year of related experience and/or training preferred; or an equivalent combination of education and experience.
• Previous experience in dispatching, office management, bookkeeping, collections, or billing is advantageous.

Licenses, Certifications:  

Valid driver license and insurance.