Temporary Division Administrative Assistant

Description

• Track vehicle wash records, log mileage transfers, and other pertinent information as directed.
• Complete locates as requested.
• Prepare correspondence such as quote letters and mailings in a timely fashion.
• Track petty cash, process credit card payments and make bank deposits as necessary.
• Prepare, complete and submit Operation and Maintenance Manuals (O&M) as required by project.
• Perform collections for past due customers.
• Enter and verify labor, material, other costs, completion, and cost summaries for Work Orders.
• Answer and direct phone calls as appropriate. Screen particular calls as necessary (to eliminate and reduce unwanted calls by telemarketers).
• Complete employee orientations, collect required paperwork and communicate necessary information.
• Assist in purchase order entry as needed.
• Verify employee time cards weekly.
• Operate computers programmed with accounting software to record, store, and analyze information.
• Track Service Jobs In Progress.
• Complete state and city affidavits as requested.
• Perform general administrative office duties such as but not limited to copying, updating manuals, ordering general office supplies, filing, sorting and distributing mail and faxes, and handling correspondence. Including the coordination of pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Receive and maintain shop drawings for all projects in progress.
• Assist Customer Service Representative as necessary and applicable.
• Meet deadlines set by Corporate for weekly and month end processing.
• Assist Service Manager as necessary.
• Complete Service Estimates as directed.
• Create work order tickets
• Handle freight claims.
• Match packing slips with invoices, and record the necessary information to perform invoice approval.

Requirements

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance