Administrative Assistant

Job highlights
Identified by Google from the original job post
Qualifications
3-5 years of administrative experience, preferably with a background in accounting and construction
Positive demeanor and self-motivated attitude
Eager to learn new things and flexible with changes in day-to-day operations
Ability to remain calm in stressful situations
Strong organizational and time management skills
Attention to detail and ability to maintain confidentiality
Responsibilities
Onsite, Monday- Friday 8-5pm
Provide administrative support to the owner, controller, general manager, executive vice president, project manager, and other team members
Onboard new hires by ensuring documentation is completed before the hire date, conducting background checks, ordering necessary items (e.g., gas cards), setting up email, completing orientation on their first day, and assisting with their transition
Act as the point person for company vehicles by managing insurance, filing accident claims, ordering gas cards, and ensuring employees sign the vehicle agreement
Collaborate with the service department and technicians to ensure timely billing for services
Work with the owner, general manager, and project manager to ensure monthly project billing is submitted
Enter invoices into job costing accounting software, create purchase orders, contact customers for payment, and inform vendors of payment schedules
Ensure all job-related documents, such as signed contracts and purchase orders, are complete before ordering materials and starting jobs
Maintain both digital and physical files
Order office supplies as needed
Answer phone calls between 8 AM-5 PM and route calls to the appropriate person
Perform other assigned tasks and projects as needed
Job description
Harvard Resource Solutions is seeking an Administrative Assistant on a direct hire basis for their Automation client in Plymouth, MI.

Onsite, Monday- Friday 8-5pm

Responsibilities of Administrative Assistant:
• Provide administrative support to the owner, controller, general manager, executive vice president, project manager, and other team members.
• Onboard new hires by ensuring documentation is completed before the hire date, conducting background checks, ordering necessary items (e.g., gas cards), setting up email, completing orientation on their first day, and assisting with their transition.
• Act as the point person for company vehicles by managing insurance, filing accident claims, ordering gas cards, and ensuring employees sign the vehicle agreement.
• Collaborate with the service department and technicians to ensure timely billing for services.
• Work with the owner, general manager, and project manager to ensure monthly project billing is submitted.
• Enter invoices into job costing accounting software, create purchase orders, contact customers for payment, and inform vendors of payment schedules.
• Ensure all job-related documents, such as signed contracts and purchase orders, are complete before ordering materials and starting jobs.
• Maintain both digital and physical files.
• Order office supplies as needed.
• Answer phone calls between 8 AM-5 PM and route calls to the appropriate person.
• Perform other assigned tasks and projects as needed.

Requirements of Administrative Assistant:
• 3-5 years of administrative experience, preferably with a background in accounting and construction.
• Positive demeanor and self-motivated attitude.
• Eager to learn new things and flexible with changes in day-to-day operations.
• Ability to remain calm in stressful situations.
• Strong organizational and time management skills.
• Attention to detail and ability to maintain confidentiality.
• Experience with AIA billings, sworn statements, and waivers is a plus.
• Experience with job costing software is a plus.

If you are a high performer and would like to work for an equally high performing company and you think the above opportunity is appropriate for you, we invite you to apply to this job and email your resume to mbeydoun@hrsus.com.

We treat all resumes with strict confidentiality. We will always contact you first before submitting your resume to our client(s) for review. If you do not receive correspondence, you are not a fit for this position.

At Harvard Resource Solutions, our talent acquisition team is proud to provide our clients with the most qualified Administrative & Clerical talent in the industry today.

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