SR OFFICE ADMINISTRATOR

Summary: Position provides administrative support to the Service Center in the areas of billing, collections, customer service, purchasing, report generation and analysis, inventory control, payroll, shipping and receiving.

Supervisory Responsibilities: May supervise other administration staff.

Essential Functions: Tasks that must be performed by the person in this job. Reasonable accommodation(s) may be requested to enable individuals to perform the essential functions.

• Ability to continually be organized, multi task, works under pressure / deadlines, in a positive and professional manner.

• Review and update the payroll department on Prevailing Wage for employees falling under this requirement - must have knowledge for both State and Federal.

• Responsible for processing and sending certified payroll.

• Experience or familiarity with conditional/unconditional Lien Releases (contract forms)

• Greet and provide service to customers in person and by phone; answer, route, and manage incoming phone calls in a professional and courteous manner. Transfer phones to answering service during off hours.

• Contact customers by phone, per collection procedures, to arrange for payment on past due accounts in a firm yet courteous manner, per established deadlines.

• Perform accurate and fast data entry to record: payroll hours / billable hours, product & service orders, new warranties, warranty claims, sales, work orders, maintenance contracts, purchases, subcontractor / vendor / customer invoices.

• Manage and balance petty cash and billable vs. payroll hours (work in progress reports).

• Act as dispatcher for technicians to coordinate and schedule customer, vendor, and support personnel service calls, pickups, deliveries.

• Generate, print, analyze, and resolve issues from reports about: sales, purchases, expenses, coding, customer accounts, invoiced but not billed, inventory, etc.

• Manager and order parts, office supplies, restock other office and inventory items.

• Provide administrative support including preparing and sending documents.

• Lock / Unlock property gates and/or building doors, set security alarms morning and evening.

• Other duties as assigned.

Non Essential Functions: Tasks that may or may not be performed by the person in this job.

• Receive incoming / prepare outgoing shipments; route to appropriate department / ship via appropriate carrier.
• Leave the office to purchase money orders with cash, go to post office, bank, etc.
• Filing or other duties may be assigned.

Education and/or Experience:

• High School diploma or general education degree (GED); or 5 years related experience and/or training; or equivalent combination of education and experience; previous experience in dispatching, office management, bookkeeping, collections, or billing is preferred.

Licenses, Certifications:

• Valid driver license and insurance. Ideal candidate will be notary certified or be able to obtain certification as Notary Public.