Administrative Assistant

belforusa; Town of Florida, Miami (NY, FL); On-site; USD 42,000 - 64,000; Full time

Job summary

BELFOR USA is seeking an administrative professional to support a field office, handling mail, phones, and front desk duties. The role includes processing AP/AR, reviewing payroll as needed, and supporting job cost activities.

Responsibilities include creating new jobs in JD Edwards, maintaining vendor lists, reconciling AP statements, and ensuring customer files are up to date, while adhering to BELFOR standards and procedures.

Qualifications

• Front desk management and mail distribution
• AP: sorting, matching, scanning invoices and checks
• AR: receiving payments and deposits
• Strong customer service fundamentals
• Ability to work under tight timelines
• Attention to safeguarding others' property and information

Responsibilities

• Maintain an organized workspace reflecting BELFOR practices and standards
• Create new jobs in JD Edwards when required
• Maintain up-to-date job files for estimator/GM review
• Use JD Edwards and BCS to manage vendor list
• Ensure vendor requirements compliance
• Monthly reconciliation of AP statements
• Maintain customer files and digital/physical records
• Attend BELFOR operations and safety trainings as required

Skills

Front desk management

Accounts payable

Accounts receivable

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.