Administrative Assistant

EnvelopiQ, an Envelop Group Company, is an integrator of Fire Alarm, Security, and Audio Visual Systems. EnvelopiQ also provides ongoing maintenance and general service through our Service Department.

The EnvelopiQ Coordinator (Administrative Assistant) will perform a variety of administrative and project/service coordination tasks. Duties of the Coordinator include but not limited to providing support to EnvelopiQ Project Teams.

Responsibilities include:

• Follow office workflow procedures to ensure maximum efficiency
• Maintain files and records with effective filing systems
• Possess excellent note taking and prioritization skills
• Schedule agendas/travel arrangements/appointments etc. for management
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Perform basic bookkeeping activities and update the accounting system
• Assist in vendor relationship management
• Answer incoming customer calls
• Book/input new projects into ERP
• Place orders and track material orders on a continuous basis
• Invoicing of Projects
• Following up on open accounts receivable
• Completing vendor applications
• Update and maintain policies and procedures
• Maintain a contact list within software
• Distribution of project documents to end users
• Warehouse activities will include general clean up and stocking of materials
• Monitoring the daily progress of projects
• Providing detailed updates to project managers or other stakeholders
• Ensuring team members have the supplies and resources they need to complete their assigned tasks on time and within their budget limits
• Organizing reports, invoices, contracts, and other financial files for easy access
• Distribution of project documents to end users, submittals, drawings, O&M Manuals, etc.

Requirements include:

• 2+ years' experience as an Administrative Assistant
• General understanding of accounting
• Proficiency in MS Office
• Excellent time management and organizational skills with the ability to prioritize work
• Excellent written and verbal communication skills

Other Requirements:

• Observe all company procedures and safety rules
• Able to lift over 30 lbs.
• Work as part of our team to ensure customer satisfaction
• Valid driver's license (including a clean driving record) and evidence of insurability
• Full Time, 40 Hours / week

This job description shall remain fluid and will be reviewed on an as needed basis.