Accounting/Administrative Assistant

Position Summary: This is a full-time position with hours from 8 AM to 5 PM, Monday-Friday.

Tasks: 

• Promptly answer incoming calls with proper telephone etiquette; determine purpose of calls, and forward calls to appropriate personnel or department. Ensure thorough messages are taken when personnel are unavailable.
• Greet all visitors, including field personnel. Determine the nature of business and notify employees that a visitor has arrived.
• Open and distribute incoming mail and packages.
• Scan and file invoices in appropriate PM folders.
• Manage inventory of office supplies and break room supplies.
• Stock copier with paper and ink cartridges.
• Schedule maintenance on office equipment and office grounds as needed.
• Ensure proper filing of pertinent documents.  
• Collect company vehicle mileage for documentation.
• Properly scan and organize documents (including, but not limited to insurance certificates, W9’s, owner billings, lien waivers, invoices, etc.)
• Initiate and ensure completion of outstanding IT issues with our 3rd party IT provider. 
• Run miscellaneous errands as requested.
• The above tasks are not a comprehensive listing and may alter from time to time based upon the needs of the organization.
• Data entry includes invoices, insurance certificates, lien waivers, etc.
• Produce new and maintain current Excel worksheets with imported data from accounting software.

Skills:

• Must be highly organized with great attention to detail.
• Must be proficient in Microsoft Excel
• Must be able to effectively communicate verbally and written in a professional manner.
• Must have the ability to listen and understand information and ideas presented through spoken words and sentences.
• Ability to access and initiate things independently.

Experience:

• No formal education required, but professional office experience will be given precedence.

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