Project Administrative Assistant Job at Hale Industries in Fortville

The Project Administrative Assistant is a highly visible position that will provide top notch customer service and administrative support to various levels of our management team. Requires a person who is able to act with little supervision while anticipating needs, managing day-to-day workflow, and prioritizing various projects to provide support within our growing organization.

Responsibilities

· Provide basic level administrative support for correspondence, file system maintenance, and database maintenance using various resources including different computer systems and phoning customers/vendors to obtain necessary information

· Work with all staff levels to maintain calendars.

· Create job tracking audit mechanism for Solution division jobs paperwork (womb to tomb for files)

· Provide general administrative support to all executive and field personnel as needed.

· Work with field project managers to gather/coordinate/maintain job information for files

· Organize and maintain records for audit as pertain to vendors/customers (such as: W-9, Certificate of Insurance, 1099 info, Retail Sales Certificates)

· Research and maintain appropriate sales tax collection and distribution as required on a state- by-state basis.

· Book travel/housing and monitor expense reports and per diems as pertain to jobs

· Track submissions & approvals of vendor bills and audit against outstanding PO’s as related to jobs

· Assist with entry of bills into QuickBooks for jobs

· Assist with entry of estimates into QB for jobs based on contracts

· Maintain weekly job cost reports from QB to executive staff.

· Assist in maintaining job lists in various software applications

· Coordinate safety training and maintain necessary documentation to meet contract and OSHA requirements. Interface with safety consultant to ensure corporate compliance.

· Answer receptionist calls from automated phone system as part of call group.

· Match & monitor FEDEX charges vs Customer Invoicing

· Enter FEDEX bills during exercise above

· Enter daily invoices from Sales Orders shipped out, monitor inventory availability and work with Plant Manager to make sure inventory does not go negative when entering invoices

· Inventory, organize and obtain approval to order all necessary office supplies

· Maintain office equipment (scheduling routine maintenance and gathering information for new equipment/contracts as necessary)

· Assist with other special projects as necessary (customer service, accounting, marketing)

Qualifications

ALL ASSOCIATES MUST FOSTER AND INSPIRE THE “TEAM” ENVIROMENT

· High school or equivalent education (college education preferred but not required)

· Strong data entry skills

· High degree of accuracy and attention to detail

· Above average Microsoft Office Software experience (Excel, Word, Outlook, Teams)

· Experience with QuickBooks desktop software (preferred but not required)

· Ability to evaluate customer needs and properly communicate based on expectations

· Ability to handle sensitive information in a confidential manner

· Ability to multi-task, prioritize, and manage time effectively

· Strong verbal and written communication skills, including telephone and electronic messaging skills

· Positive attitude with excellent interpersonal skills and the ability to work well within a team environment

· Must be able to follow up, follow through, and not be afraid to ask questions

· Must be able to take direct instruction in a positive and professional manner.

· Ability to think outside the box and determine needs or issues before they may arise