Admin Assistant in Hampton, Virginia at Rock Solid Janitorial Inc

JOB TITLE: Full-Time Administrative Assistant

DEPARTMENT: Administrative Dept.

REPORTS TO: Office Manager

SCHEDULE: Monday – Friday 8:00 am to 5:00 pm

BASIC PURPOSE/SCOPE

Performs complex and confidential administrative-related functions to ensure department/office operations flow smoothly. Types correspondence, reports, and participates in one or more administrative functions such as assisting the Office Manager, HR, and Operations with budgeting, payroll, and developing complex spreadsheets that track reports. Provides guidance, direction, and information to employees and supervisors on specific administrative issues that may arise. Should be customer service driven, have a friendly, hospitable manner, and excellent phone etiquette

PRINCIPAL ACCOUNTABILITIES

Administrative

· Answer telephones and forward messages to appropriate personnel.

· Maintain current and terminated employee files.

· Receive contract bid requests.

· Maintain Key Control Log and Master Key Box.

· Receive and distribute all incoming mail and give it to Office Manager

· Provide customer service to walk-in personnel.

· Accept and assist potential employees with the application process.

· Create and prepare requested reports for analysis by the President, Vice President, and other executives when needed.

· Record and distribute Staff Meeting Minutes to appropriate personnel when needed.

· Prepare and distribute payroll checks and Direct Deposit slips.

· Other administrative tasks as assigned.

Timekeeping

· Review daily reports for budget overages and forward daily reports to appropriate personnel when needed.

· Review employee overtime and forward overtime reports to appropriate personnel when needed.

· Ensure employees are clocked in and out appropriately.

· Other timekeeping tasks as assigned.

· Payroll prep

Contracts

· Create new contract documentation (ie, Startup form, customer satisfaction log, scope of work log) when needed.

· Input new contracts into the timekeeping system and assign a job PIN when needed.

· Ensure budgets are set with the number of employees when needed.

· Set up and maintain no-show alerts in the timekeeping system for all contracts when needed.

· Input new contract information and periodic schedule into the database when needed.

· Conduct monthly customer satisfaction calls and surveys.

· Receive customer complaints and forward to appropriate manager for resolution.

· Conduct follow-up calls with customers on complaints for satisfaction of resolution.

· Compile, review, and email monthly reports for billing purposes when needed.

· Order supplies for contracts

· Receive supply orders and make sure they are recorded properly in the warehouse.

· Other contract tasks as assigned.

QUALIFICATIONS

· High School Diploma or GED supplemented with coursework in typing, business machine, and personal computer operations, and three to five years of administrative experience.

· Proficient in MS Office, Word, and Excel, and a thorough understanding of computers and the use of internet browsers.

· Knowledge of business machine operations. Must possess excellent business writing, editing, and proofreading skills.

· Must possess the ability to communicate both orally and in writing.