Job Description

Summary of Position The Administrative Assistant/Accounting Assistant is a multi-functioning role distinctly separate with two major functions, Administrative as supporting to the company in general and accounting with specific assigned duties and responsibilities. The Administrative Assistant role is primarily an administrative supporting role to Operations, Accounting and the Executive Office performing a variety of administrative duties including interacting with Clients, Staff and assisting the President with arranging and planning business travel and events. The Accounting Assistant role is a bookkeeping supporting role to Accounting and performs routine accounting activities, keeping financial records and schedules updated, researching and resolving discrepancies, and assist with period-end-closing. This role will be focused on Accounts Payable and Inventory Accounting. Knowledge and Skills The Administrative Assistant must possess strong interpersonal skills in dealing with clients and staff, excellent phone manners and familiar with most office equipment such as copier, fax machine, general personal computer knowledge; and experienced in using MS Office Products, ability to coordinate incoming/outgoing shipments via 3rd-party carriers. The Accounting Assistant must have working knowledge of general accounting procedures, ability to reconcile and balance statements and accounts, as well analyzing, identifying and resolving discrepancies, have working knowledge of MS Office Products and ability in preparing and maintaining various accounting schedule. This role works independently and with minimal supervision. Duties and Responsibilities - Administrative Assistant * Answer phones and direct calls to the appropriate person or department * Interact with clients and staff, and respond to inquiries in a timely fashion * Upload, photo copy and file, Inspection reports, and other supporting documents related to clients, billing and Sub contractors into the Service Management Software * Prepare and submit Weekly Certified Payrolls * Responsible to prepare mailing lists and outgoing office mail for pick up/delivery * Track and coordinate incoming/outgoing shipments * Receive materials and supplies and log the receipts into the inventory system * Match and verify Purchase Orders to receiving documents and resolve any discrepancies * Maintain open Purchases Order log and estimated materials/supplies ETA * Responds to Client request handling alarm off/on test/reset * Assist Technicians with their expense reports and upload material receipts into the Service Management Software * Maintain Vehicle Maintenance Schedules from the expense reimbursement reports * Maintain COI and Sales Tax Exempts binders and records * Update Prevailing Wages Schedule Annually * Maintain Office supplies inventory levels * Receive off hours emergency calls and dispatch to Technicians on a rotating basis * Other Administrative tasks as needed or assigned Duties and Responsibilities - Accounting Assistant (A/P) * Apply client checks and credit card payments to their respective account in the Service Management Software and submit the cash log, checks and supporting documents to the Controller * Process and correctly code all A/P Invoices with proper supporting documents (match vendor invoices to Purchase Orders and receiving documents, or to other supporting documents) * Process miscellaneous payables such as insurance, debts (loans, LOC etc.) recording principal and interest correctly in the accounting software * Submit all posted payables to Controller for review * Research and resolve any discrepancies found in the course of processing invoices or after review * Verify open payables and review vendor statements to the accounting software * Prepare and run A/P checks and submit to Controller for review * Process AMEX receipts and payments in the accounting software * Process ACH and cash transfers in the accounting software * Maintain all A/P files (Open/Paid/Pending) - follow up on scheduled or payments * Review Vehicle logs and reconcile to G/L * Maintain accounting expense schedules and reconcile to G/L as assigned * Reconcile expense accounts for year-end preparations * Process and prepare 1099's at end of the year Qualifications * High School Diploma or Associate Degree preferable in accounting * Minimum three years of related working experience in Customer Service or Office environment * Required** Previous experience in an accounting clerical role (A/P, A/R etc) * Efficiency working with MS Office or similar program * Ability to work independently with minimal supervision * Critical ** Ability to problem solve, reason and make independent judgements * Ability to organize, multi-task and maintain professionalism at all times * Ability to focus and concentrate with moderate noise levels * Demonstrate excellent communication and interpersonal skills * Demonstrate high degree of integrity and confidentiality