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Administrative Assistant to Operations Manager

DC Enclosures, Inc Kennesaw ,GA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Under the direct supervision of the Operation Manager for DC Enclosures, Inc this position provides administrative and clerical support for Operations Manager of a construction company. In addition to typing, filing and scheduling, the assistant will perform duties such as record keeping, coordination of meetings and coordinating direct mail, plan future marketing campaigns, payroll, employee benefits, human resources and working on special projects. Also, answers non-routine correspondence and assemble highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload.

The most qualified candidate for this role will have experience assisting within a customer service environment. This position also requires understanding of office productivity applications such as Microsoft Office suite and Windows operation systems including QuickBooks. Anyone that might fit well at DC Enclosures must be reliable, flexible, people-oriented, friendly, patient, fast learning, quick thinking, illustrates initiative and responsibility. This person will LOVE providing our customers, both internal and externally, great and honest customer service. A high quality productivity level within a fast paced environment is a necessity. Apply Now

Responsibilities: General list may not include all duties involved with being assistant to Operations Manager that entail assisting in the daily operations as required including marketing, hr, accounts receivable and payable and customer relations both internal and external

Administrative Duties

  • Preserve historical records by maintaining a working knowledge of information sources; verifying accuracy of statistics; entering data; backing up system. Complete in timely matter with accuracy

  • Maintain quality service by following organization standards

  • Draft correspondences and other formal documents

  • Greet and assist onsite guest

  • Input and maintain customer and vendor correspondence

  • Maintain Customer files including current and historical information

  • Assist in completion of special projects

  • Run errands for management

  • Coordinate company lunches and events

  • Coordinate company training, including preparation of handouts, booklets and power point presentations

  • Maintains customer confidence and protects operations by keeping financial information confidential.

  • Provides financial information to management by researching and analyzing accounting data; preparing reports.

  • Various administrative duties, including ordering and purchasing of office supplies and equipment

  • Maintain phone system and all employee cell phones

  • Answer up to 6 phone lines and direct caller where needed

  • Fill out and submit various reports, as necessary

  • Perform filing and general administrative tasks

  • Provides administrative assistance to owner and field personnel

  • Incoming / outgoing mail – FedEx / UPS shipment

  • Maintain detailed filing system, including creation of new files

  • Maintain office equipment and supplies

Accounting Duties

  • Monitor customer accounts for non-payment and delayed payment

  • Analyze discrepancies and unpaid invoices

  • Maintain vendor files

  • Prepare payments by verifying documentation, and requesting disbursements.

  • Purchasing entries (CC, POs, checks etc.)

  • Invoicing Clients for Change Orders and following up for approval and collection of payment

  • Assist with Payables (Subcontractors and Vendors)

  • Assist with Account reconciliation (multiple Vendors & Clients)

  • Assist Expense tracking across multiple Projects, Classes, and Cost Codes

  • Vendor/ Subcontractor compliance (Insurances, W-9, Contracts, Licensing kept up to date, initial set up and trade agreements)

  • Assist with Bank Account/Credit Card Reconciliations

  • Maintain company credit cards / receipts

Payroll/HR Duties

  • Assist with Process Payroll, including time tracking

  • Collect, confirm and process time sheets

  • Track employee attendance

  • Enter employees schedules into Time Tracking App

  • Verify and process employee expense reports and reimbursements

  • Assist with related employee questions while keeping confidential

  • Assist and direct employees to access their employee benefits

  • Maintain Employee Handbook, Safety Manual and Operation Processes and Procedure Standard Manuals for updates and changes

  • Maintain WC/GL Subcontractor insurance certificates

  • Enter and set-up New Subcontractor files

Marketing Duties

  • Maintain web hosting / email including social media

  • Various marketing duties including advertising schedule and meeting with media companies and planning strategies in managers absence

  • Assisting with customers in the showroom and over phone and via email

  • Assist as needed with Marketing and Installation Departments in needed administrative needs

 

Requirements:

  • Familiarity with bookkeeping and basic accounting procedures

  • Excellent ability to multi-task and prioritize work

  • Excellent written and verbal communication skills

  • Strong organizational and planning skills

  • Proficiency in Microsoft Office with emphasis in Word and Excel Quickbooks

Job Type: Full-time

Required experience:

  • Accounting: 2+ year

  • Office Assistant: 2+ year

  • Experience in QuickBooks is a must

  • Must be able to pass background check

  • Construction experience is a plus

This Job Is Ideal for Someone Who Is:

  • Dependable -- more reliable than spontaneous

  • Detail-oriented -- would rather focus on the details of work than the bigger picture

  • Achievement-oriented -- enjoys taking on challenges, even if they might fail

  • High stress tolerance -- thrives in a high-pressure environment

 

Required license or certification:

Driver's License

 

COVID-19 considerations:
DC Enclosures is  following CDC suggestions

Please do not visit our office location to apply for position- all visitors currently require appointments

 

Education:

  • High school or equivalent (Required)

 

Typical start time:

  • 8AM

Typical end time:

  • 5PM

Company Description
DC Enclosures, Inc. is located in Kennesaw, GA. We are a family owned and operated business since 1988. Our company specializes in sales and installation of sunrooms, screen enclosures, and pool enclosures. If you would like to learn more about DC Enclosures, Inc. visit our website at www.dcenclosures.com or look us up on the BBB.

DC Enclosures, Inc

Why Work Here?

Family owned/operated. Robust benefits package. Annual bonuses, paid holidays and time off and lots more!

DC Enclosures, Inc. is located in Kennesaw, GA. We are a family owned and operated business since 1988. Our company specializes in sales and installation of sunrooms, screen enclosures, and pool enclosures. If you would like to learn more about DC Enclosures, Inc. visit our website at www.dcenclosures.com or look us up on the BBB.

Address

2031 Baker Court NW Kennesaw
Kennesaw, GA
USA