Administrative Assistant - Tallahassee, United States - C&A Landscape Maintenance, LLC

Description

Job Description: Administrative Assistant

CLASSIFICATION PURPOSE

This non-exempt position is responsible for supporting all administrative functions including field operations, accounting, customer service, U-Haul rentals and human resources); perform related work as required.

ESSENTIAL FUNCTIONS

The examples of functions listed in this job description are representative, but not necessarily exhaustive, of any one position in this job classification. Management may assign other functions not listed herein at its sole discretion.

· Supports administrative functions to ensure efficiency, customer service, and accountability;

· Assist in U-Haul related rentals. Trucks, trailers and ordering of U-Haul supplies.

· serves as the first point of contact (e.g., takes all incoming calls and e-mails);

· addresses all customer complaint/requests for maintenance and irrigation services;

· inputs all requests into the customer service log;

· calls the appropriate cable company and does follow-up with customers for any cable cuts/internet issues;

· performs follow-up and clears out customer service issues daily/weekly to verify their completion status;

· informs Sales Manager & Install Manager regarding requests for irrigation/landscape;

· sets up appointments for prospective new customers;

· partners with maintenance, irrigation, and landscape departments to ensure efficiency and alignment;

· manages the inventory and pricing lists, and revises them as needed;

· enters all new contracts into the company computer system;

· supports Account Manager with all customer files with accuracy, detail, and efficiency;

· reconciles all vendor statements monthly;

· sends invoices to all maintenance customers monthly;

· reconciles bank statements monthly;

· performs data entry to support A/P (e.g., material purchases, invoices);

· ensures accurate timekeeping procedures;

· supports Human Resources;

· facilitates preparation of the New Hire packages for the field and office;

· assists owner in all executive functions (e.g., e-mail management, phone and customer communications, expense reimbursement management, daily meeting schedules, and calendar management;

· maintains phone system (e.g., purchase, extensions, address books, passwords, name assignments);

· performs administrative functions (e.g., record keeping, filing, documentation);

· builds and maintains effective relationships with vendors, partners, and company staff;

· compiles, proofreads, and verifies data and information for accuracy and completeness;

· prioritizes activities correctly to ensure deliverables are produced on time;

· updates and maintains files, calendars, and relevant metrics;

· completes and reviews various forms for accuracy, completeness, and compliance;

· uses Microsoft Office Suite, BOSS, and standard office equipment; and

· provides excellent service (e.g., accurate, complete, and timely) to clients, vendors, and company staff in a courteous and efficient manner.

COMPETENCIES

· Administrative Efficiency: Demonstrates highly-efficient time management skills; adept at multi-tasking to accomplish goals; generates purchase orders; places orders for job and office materials; applies support systems to ensure safety and efficiency.

· Results Oriented: Maintains focus on outcomes; is proactive and goal oriented; concentrates on meeting objectives, delivering to the required time, cost, and quality; holds performance as more important than process; sets specific, measurable, and relevant goals and takes efficient action to accomplish success.

· Accounting: Conducts accounting functions (e.g., invoicing, collections, accounts payable/receivables, invoice coding); supports the payroll process; produces various accounting reports.

· Organization and Planning: Maintains an accurate schedule of events; prioritizes activities correctly to ensure deliverables are produced on time; electronic and hard copy files are systematically arranged and easily retrievable; understands the departmental and organizational calendars.

· Office Equipment: Strong expertise in Microsoft Office applications, company computer applications, Aspire, and accounting software packages; uses and supports others' usage of standard office equipment (e.g., printers, fax, copiers); operates a multi-line phone system effectively.

· Customer Service: Consistently exceeds customer expectations; keeps customers well-informed, listens to them attentively, and addresses their concerns; enacts a personal approach to customer service.

· Interpersonal Skills: Treats others with respect, collaboration, and support in such a way that work relationships are improved and morale is increased; is approachable; has effective communication skills.

EDUCATION/EXPERIENCE

An example of the preferred education, training, and/or experience that demonstrates possession of the knowledge, skills, and competencies for this position includes: at least two (2) years of professional experience involving administrative practices, office procedures, and accounting principles.

ESSENTIAL PHYSICAL CHARACTERISTICS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the functions required by this job classification. Reasonable accommodation may be made to enable an individual with qualified disabilities to perform the functions of this job classification, on a case-by-case basis.

Frequent: sitting, time spent on the telephone, repetitive use of hands to operate computers, printers, and office equipment, standing, bending, and stooping, twisting of waist side-to-side, turning and flexion of the neck, lifting and carrying objects weighing up to 50 pounds; normal manual dexterity and hand-eye coordination; corrected hearing and vision to normal range.

SPECIAL NOTES, LICENSES AND CERTIFICATIONS

Pre-employment: Incumbents must sign the Confidentiality, Non-disclosure, and Non-solicitation Agreement prior to their first day on the job.

License: A valid driver's license is required at the time of hire. Incumbents may be required to provide a 3-year driving record from the DMV. Employees in this job classification may be required to use their own vehicle.

Language: Though not required, bilingual English and Spanish skills are desirable.

Certifications: No specific certifications are required of this job classification.

Working Conditions: Work is predominately in an office environment with associated noise, space, and computer screen exposure.

Background Investigation: Incumbents must have a reputation for honesty and trustworthiness. Misdemeanor and/or felony convictions may be disqualifying depending on type, number, severity, and recency. Prior to appointment, candidates are subject to a background investigation and/or drug test.

Introductory Period: Incumbents appointed to this job classification will serve an introductory period of three months.

KEY PERFORMANCE INDICATORS

The Key Performance Indicators for this position will be specified at the time of appointment.