Administrative Assistant
Company: DC Enclosures, Inc
Location: Kennesaw
Posted on: October 2, 2024
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Job Description:
Administrative Assistant
Under the direct supervision of the Operations Manager for DC
Enclosures, Inc, this position provides administrative and clerical
support for the Sales and Marketing Staff of a construction
company. In addition to typing, filing, and scheduling, the
assistant will perform duties such as recordkeeping, coordination
of meetings, coordinating direct mail, planning future marketing
campaigns, employee benefits, human resources, and working on
special projects. The role also includes answering nonroutine
correspondence and assembling highly confidential and sensitive
information. Setting Appointment and Appointment Follow up. The
assistant will deal with a diverse group of important external
callers and visitors, as well as internal contacts at all levels of
the organization. Independent judgment is needed 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 an understanding of office productivity applications such
as the Microsoft Office suite and Windows operating systems,
including QuickBooks. Anyone that might fit well at DC Enclosures
must be reliable, flexible, people oriented, friendly, patient,
fast learning, quick thinking, and demonstrate initiative and
responsibility. This person will LOVE providing our customers, both
internal and external, with great and honest customer service. A
high level of productivity within a fast paced environment is
essential.
Responsibilities:
Assist in daily operations as needed, including marketing, human
resources, 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 the accuracy of statistics, entering
data, and backing up the system.
Complete tasks in a timely manner with accuracy.
Maintain quality service by following organizational standards.
Draft correspondence and other formal documents.
Greet and assist onsite guests.
Input and maintain customer and vendor correspondence.
Maintain customer files, including current and historical
information.
Assist in the completion of special projects.
Run errands for management.
Coordinate company lunches and events.
Coordinate company training, including preparation of handouts,
booklets, and PowerPoint presentations.
Maintain customer confidence and protect operations by keeping
financial information confidential.
Setting Appointments for Leads and following up
Provide financial information to management by researching and
analyzing accounting data and preparing reports.
Handle various administrative duties, including ordering and
purchasing office supplies and equipment.
Maintain phone system and all employee cell phones.
Answer up to 6 phone lines and direct callers as needed.
Fill out and submit various reports as necessary.
Perform filing and general administrative tasks.
Provide administrative assistance to the owner and field
personnel.
Handle incoming/outgoing mail and shipments (FedEx, UPS).
Maintain a detailed filing system, including the creation of new
files.
Maintain office equipment and supplies.
Accounting Duties: The following Accounting duties would be as
needed within the team
Enter new Customer and process sales Invoices in Quickbooks
Monitor customer accounts for nonpayment and delayed payment.
Analyze discrepancies and unpaid invoices.
Maintain vendor files.
Prepare payments by verifying documentation and requesting
disbursements.
Process purchasing entries (CC, POs, checks, etc.).
Invoice clients for change orders and follow up for approval and
payment collection.
Assist with payables (subcontractors and vendors).
Assist with account reconciliation (multiple vendors and
clients).
Track expenses across multiple projects, classes, and cost
codes.
Ensure vendor/subcontractor compliance (insurance, W9s, contracts,
licensing kept up to date).
Assist with bank account/credit card reconciliations.
Maintain company credit cards/receipts.
Marketing Duties:
Maintain web hosting and email systems, including social media.
Assist with various marketing duties, including advertising
schedules and meeting with media companies and planning strategies
in the manager's absence.
Assist customers in the showroom, over the phone, and via
email.
Support marketing and installation departments with administrative
needs.
Requirements:
Familiarity with bookkeeping and basic accounting procedures.
Excellent ability to multitask and prioritize work.
Strong written and verbal communication skills.
Strong organizational and planning skills.
Proficiency in Microsoft Office with an emphasis on Word and
Excel.
Experience with QuickBooks.
Familiarity with TEAMS and Office 365.
Job Type: Fulltime
Required Experience:
Accounting: 2+ years
Office Assistant: 2+ years
Experience with QuickBooks is a must.
Must be able to pass a background check.
Experience in a construction setting is required.
This Job Is Ideal for Someone Who Is:
Dependable - more reliable than spontaneous.
Detail oriented - focused on the details of work rather 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
Education:
High school or equivalent (Required)
Typical Start Time:
8 AM
Typical End Time:
5 PM
THIS IS NOT A REMOTE POSITION
DC ENCLOSURES, INC is a DRUGFREE WORKPLACE.
PIf04d8c9721b5-25660-35681583
Keywords: DC Enclosures, Inc, Redan , Administrative Assistant, Administration, Clerical , Kennesaw, Georgia
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