Administrative Assistant IV

2243 Service Experts Heating & AC-NY LLC; Hampton Bays (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive Pay

Paid Time Off

Medical Insurance

401(k) Retirement Savings Plan

Life Insurance

Disability Insurance

Professional Training

Career Development

Job summary

Service Experts Heating & Air Conditioning is seeking an Administrative Assistant IV in Hampton Bays, NY. This role supports finance and purchasing activities, processes invoices, and maintains records while mentoring junior staff.

You will handle phones, mail, and daily clerical tasks with a strong focus on accuracy and customer service. The position requires a High School Diploma or GED with 6+ years of clerical or accounting experience, plus proficiency in MS Word, Excel, and Outlook.

Qualifications

• High school diploma or equivalent with 6+ years of clerical or accounting experience.
• Knowledge of accepted administrative practices and procedures.
• Ability to learn and follow company processes and HR record keeping.
• Ability to maintain confidentiality of sensitive data.
• Ability to meet deadlines under pressure with attention to detail.
• Very good communication and multitasking abilities.

Responsibilities

• Answers telephone and routes calls to appropriate personnel.
• Sorts and opens mail, orders supplies, and maintains files.
• Reconciles petty cash and prepares deposits with documentation.
• Processes cash deposits and forwards receipts to accounts payable.
• Creates purchase orders in designated systems and secures approvals.
• Maintains inventory usage records and reconciles invoices to POs.

Skills

Customer service

Verbal communication

Written communication

Interpersonal skills

Multitasking

Education

High School Diploma/GED

Tools

Microsoft Word

Excel

Outlook

Job description

Welcome! The Administrative Assistant IV uses practical knowledge to complete moderately complex projects and assignments within the Administrative Support family. Helps train or mentor less experienced employees. Works under general direction.

Key Responsibilities:

1. Answers telephone and assists call or routes call to appropriate person.
2. Sorts and opens mails, orders office supplies, and maintains files.
3. Disburses cash from Petty Cash Fund, collects receipts and other required documentation for use of petty cash, reconciles cash expenditures to balance fund monthly, and submits required documentation to Accounts Payable for replenishment of fund.
4. Removes payments and documents from Lock Bock, enters required information in cash log, completes deposit slip and deposits funds in bank, and faxes/emails deposit information and receipt to designated person.
5. As requested or from approved list, enters required information into designated system in order to create Purchase Orders.
6. Obtains management approval of purchase order and routes/retains purchasing documentation in accordance with standardized procedures.
7. Maintains spreadsheet record of usage of consigned inventory; creates purchase orders in designated system as inventory is used; reconciles available consigned inventory to usage spreadsheet, and reconciles invoices to purchase orders for consigned inventory.
8. Processes extended warranty claims in accordance with established procedures and processes to include reviewing individual product warranty information in order to complete appropriate vendor’s warranty documents.
9. Completes Returned Goods Authorization forms and log and tracks payments/credits from vendor.
10. Reviews timesheets for completeness, correctness, and required approvals prior to faxing to appropriate corporate personnel for entry into time-keeping system.
11. Calculates piece rate payments due in accordance with piece-rate program and gathers data relating to spiffs payments due in order to complete spreadsheet for routing for entry by corporate personnel.
12. Responsible for timely and accurate completion of billing activities and related reports.
13. Ensures that all billing inquiries are researched and resolved quickly using approved training techniques.
14. Responsible for timely and accurate completion of accounts receivable activities including, but not limited to, printing invoices and mailing to customers, calling on accounts with balance owed, collecting cash/check/credit card payments and deposits made timely, and related reports.
15. Responsible for membership activities including filing agreements, calling on customers to schedule visits, generating monthly reports, and handling the Ad Builder website.
16. Responsible for timely closing of center tickets and job ensuring accuracy of all information.
17. Gathers required information and documentation in order to complete Employee Action Notice using the Exponent HR System.
18. Emails/faxes new-hire documentation and other required forms and documents to payroll or designee.
19. Generates various systems reports in order to document updated status of activities and complete required fiscal close forms for month, quarter, and year-end close.
20. May be required to calculate estimated values for wages due, pending invoices, or other items.
21. Follows SOX procedures to ensure all required files and documents are in place and correct.
22. Represents the company professionally, honestly, and ethically in all business matters and activities.
23. Performs similar/other duties as needed or assigned.

Qualifications:

1. High school diploma or equivalent with 6+ year experience in general clerical or accounting clerk.
2. Knowledge of generally accepted administrative practices and procedures.
3. Ability to learn and follow company process and procedures, including the fundamentals of human resource related record keeping and record retention.
4. Ability to maintain confidentiality of human resource and other sensitive data.
5. Ability to work well under pressure.
6. Ability to meet deadlines consistently with high levels of attention to detail.
7. Capable of dealing with stressful situations and unhappy customers.
8. Ability to learn and follow company process and procedures.
9. Ability to multitask in a busy work environment and to organize and manage multiple priorities.
10. Excellent customer-service, verbal and written communication, and interpersonal skills.
11. Experience or training the use of computers and related systems in an administrative office environment.
12. Working knowledge of Microsoft Word, Excel and Outlook software applications.
13. Effective communication skills to communicate with customer and to resolve customer issues, complaints, or concerns.
14. Ability to communicate with co-workers and customers in a pleasant, business-like, and customer focused manner.
15. Ability to communicate with a diverse customer population.
16. Ability to work effectively in both a team and an independent environment.

What Do We Offer You as a Service Experts Employee?

• Competitive Pay with incentive opportunities
• Paid Time Off and Company Holiday Pay
• Medical, Dental, and Vision Insurance programs
• 401(k) Retirement Savings Plan with company matching contributions
• Life Insurance and disability insurance options
• Supplemental benefit programs
• World Class Training opportunities through our Experts University
• Career Development opportunities

Minimum Experience & Minimum Education

• Minimum Experience: 6+ years
• Minimum Education: High School Diploma/GED
• Equal Opportunity Employer.

Equal Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

To request an accommodation, please email [e-mail]

Company Home

Thank you for reviewing our current job listings and submitting your applications online. Our team consists of the very best; we believe in doing what is right for our customers and our employees. We provide our employees with the training, support and an opportunity for unlimited professional growth. Join us and become an EXPERT! Headquartered in Richardson, TX, Service Experts Heating &Air Conditioning provides HVAC and plumbing maintenance and repair to homes and businesses. A strong focus on the customer experience has persisted throughout Service Experts’ history. Even today, Service Experts continues its strong focus on growth. Our goal is to be the best and biggest in the markets we serve. But one thing has always, and will always, define Service Experts: our unwavering commitment to our customers. Looking for the best when it comes to keeping your home safe, comfortable, and highly efficient? There’s an Expert for that.