Administrative Assistant

belforusa; Mobile (AL); On-site; USD 30,000 - 40,000; Full time

Job summary

BELFOR USA is seeking an organized administrative assistant in a field office to manage mail, phones, and front-desk duties while supporting AP, AR, job cost review and payroll oversight as needed. Responsibilities include keeping the workspace tidy, creating new jobs in JD Edwards, maintaining vendor lists with JD Edwards and BCS, and ensuring vendor compliance and timely AP reconciliations.

Candidates should demonstrate strong customer service, time management and detail orientation, with

Qualifications

• Experience in administrative support and front-desk duties.
• Familiar with AP/AR processes and payroll review.
• Strong customer service and time-management skills.

Responsibilities

• Maintaining an organized workspace to reflect BELFOR Practices, Processes and Standards
• Timely creation of new jobs in JD Edwards as required
• Organizing and maintaining up-to-date job file for Estimator/General Manager Review
• Using JD Edwards and BCS to maintain vendor list
• Ensure compliance with vendor requirements
• Monthly Reconciliation of AP statements
• Customer file maintenance; digital database and physical file system
• Attend BELFOR sponsored operations and safety training courses as required

Skills

Customer service

Time management

Attention to detail

Tools

JD Edwards

BCS

Job description

This position is responsible administrative functions in a field office environment. Qualified candidates will be required to handle incoming mail and phone calls, directing them to the appropriate responsible party. Candidates will be additionally responsible for Accounts Payable, Accounts Receivable, Job Cost Review, and Payroll review as required.

Responsibilities

• Maintaining an organized workspace to ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards
• Timely creation of new jobs in JD Edwards as required
• Organizing and maintaining an up to date job file for Estimator/General Manager Review
• Using JD Edwards and BCS to maintain vendor list
• Ensure compliance with vendor requirements
• Monthly Reconciliation of AP statements
• Customer file maintenance; digital database and physical file system
• Attend BELFOR sponsored operations and safety training courses as required

Requirements

• Managing the front desk functions as they relate to phone calls, visitors and mail distribution
• Accounts Payable: sorting, matching, and scanning invoices and check requests
• Accounts Receivable: receiving payments from customers and depositing funds to appropriate account(s)
• Comprehensive understanding of customer service, principles and practices
• Work under time constraints to meet specific timelines
• Attention to detail and keen sense of safeguarding other people's property and information

Disclaimer
The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.