Administrative and Accounting Assistant

ELECTRIC MOTOR SERVICES INC; Hammond (IN); On-site; USD 32,000 - 46,000; Full time

Job summary

ELECTRIC MOTOR SERVICES INC is seeking a dependable administrative/accounting assistant to join our team on site. Responsibilities include greeting visitors, handling data entry, invoicing, and filing, while supporting procurement, payroll, and HR duties.

The role requires basic accounting knowledge, proficiency with MS Office, and a professional, organized approach. You will work under the President/CEO and Accounting/HR Manager, contributing to a smooth office operation.

Qualifications

• High School Diploma is required.
• Proficient in MS Office (Outlook, Excel, Word) and accounting software Peachtree/QuickBooks.
• Strong verbal and written communication skills.
• Detail-oriented, organized, and able to multi-task.
• Experience with data entry and basic accounting concepts.

Responsibilities

• Answer incoming telephone calls.
• Greet visitors, vendors, and employees.
• Process and file production travel documents.
• Process and file shipping and receiving documents.
• Ensure and verify that all processed records are complete.
• Scan required documents into FileMaker (ERP System).
• Process vendor invoices into Peachtree.
• Prepare and distribute customer invoices.
• Match packing slips with invoices.
• Examine documents for completeness and accuracy.
• Coordinate deliveries, supplies, and staff communications.
• Follow QA policies affecting production, data entry, and safety.
• Adhere to PPE plant requirements.
• Update FileMaker for employee setup, timeclock, and org chart.

Skills

Attention to detail

Multi-tasking

Verbal and written communication

Education

High School Diploma

Tools

MS Office

Outlook

Excel

Word

Peachtree

Quickbooks

Job description

Job Description

Looking for a dependable, detail oriented, and organized professional to fill our administrative/accounting assistant position.

Responsibilities include but are not limited to, greeting visitors, data entry, filing, telephone tasks, scanning, vendor invoice processing, customer invoice processing, ordering, assist with distributing employee information (ie: benefit, pto and points information) and special projects when needed.

The candidate must have professional and experienced knowledge of office process, computer hardware, office equipment, basic accounting knowledge, and phone systems.

Must be able greet all customers, visitors, vendors and employees by phone or in person in a friendly and professional manner.

Proficient in the use of MS Office products, Outlook, Excel and Word. Peachtree and/or Quickbooks is helpful.

Must be detail-oriented, organized, deadline oriented, and be able to multi-task.

Responsible for learning and documenting each customer specific policies, procedures, and work instructions.

Reports to:

President and CEO and Accounting/HR Manager

Direct report staff:

None.

Duties and Responsibilities

• Responsible for answering incoming telephone calls.
• Responsible for greeting visitors.
• Process and file production travel documents.
• Process and file shipping and receiving documents.
• Ensure and verify that all processed records are complete.
• Responsible for correctly and completely scanning required documents into FileMaker (ERP System.)
• Responsible for processing all vendor invoices into Accounting System, Peachtree.
• Responsible for preparing and distributing customer billing invoices.
• Responsible for matching packing slips with the invoices received.
• Responsible for examining all associated documents and records for completeness and accuracy.
• Performs the tasks associated with routing deliveries, ordering supplies, and coordinating staff communications.
• Follows the Policies and Procedures listed in the Quality Assurance Program manual that impact production and quality, data entry, and safety.
• Must dress and act in a neat, clean, and professional manner.
• Adhere to proper PPE plant requirements.
• Responsible to update Filemaker for employee set up, timeclock, and Org Chart with employee changes.
• Maintain vacation and points for employees.
• Recruiting pre-screen potential candidates, schedule interviews, perform orientations for new hires, and distribute benefit information.
• Responsible for updating labor hours for payroll.
• Responsible for coordinating employee uniform needs.
• Maintain online invoices (T-Mobile, Linde, AmeriGas, Nipsco-Griffith, and Hammond, Republic, etc..)
• Assist with inventory counts.
• Assist Purchasing Agent and Accounting/HR Manager as needed.

Skills/Qualifications:

• High School Diploma.
• Proficient user of MS Office programs; Outlook, Word, Excel, Peachtree, Quickbooks, etc.
• Good verbal and written communication skills.
• Performs all duties in a safe manner that will not cause injury to self or others. Handles pressure, calmly and safely. Gives feedback and maintains a safe and healthy working environment.

Company Description

We are an industrial motor repair company that mainly does repair work on electric motors.