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Team Office Administrator

Gates, NY · Administrative
For decades, our client has provided exceptional service as a specialized firm in the construction industry. This woman-owned business has been recognized locally and nationally for its exceptional growth and leadership. Headquartered on the west side of Rochester, our client seeks a Team Administrator to perform key operational and clerical tasks and to contribute to its strong culture.
   
Position Summary:
The Team Administrator will be a frontline point-of-contact who supports the financial, logistical, and administrative needs of the company. A successful candidate will be tech savvy, have excellent customer service skills and critical thinking skills, and pay close attention to detail. Must be comfortable in a fast-paced environment, working within a collaborative, hard-working, and family-like team. 
 
Details: 
Hours: Monday - Friday 8a-5:30p
Pay: Dependent on experience $16+/hr.  Excellent health, 401k and ancillary benefits upon perm hire
Contract to hire, after 16 weeks.

Essential Administrative Functions:
  • Provide administrative support to management and team, completing tasks in a timely manner in advance of deadlines
  • Communicate with customers, partners and vendors with professionalism
  • Accounts Payable – review and enter vendor invoices and get required approvals for processing.
  • Accounts Receivable – follow up on past due invoices
  • Process customer credit card payments and enter credit card bills
  • Reconcile company credit card statements
  • Ensure subcontrators’ insurances and contracts are compliant
  • Complete reports for key suppliers; check suppliers’ stock and track deliveries as requested
  • Enter certain costs to be applied to correct jobs; deliver pick tickets
  • Monitor and order office supplies; ensure office space is organized
  • Assist with data entry to update inventory
  • Update Salesforce/CRM and other internal databases; use CRM to send occasional mass emails
  • Use Microsoft Office 365 to prepare and edit reports, memos, and documents; maintain and update administrative and confidential files
  • Answer phone and email inquiries in a professional and courteous manner, and direct inquiries to the appropriate staff members
  • Greet customers/suppliers/visitors to the office in a professional and friendly manner
  • Manage mail – open, stamp and distribute; prepare UPS shipments
  • Send out company customer satisfaction survey via email
  • Keep track of and complete COVID related paperwork and requirements
  • Complete other tasks as requested
 
Education and Experience:
  • High School Diploma or equivalent required
  • Some college coursework or degree preferred
  • Previous experience in a professional/administrative position required
  • Must be computer savvy and proficient in Microsoft Office (Word, Excel, etc.) as well as Google Docs and Outlook
  • Experience with CRM software and/or accounting software a plus
  • Experience with multiline phone system
  • NYS Notary Public License preferred
  • Excellent written and verbal communication skills
  • Ability to switch tasks quickly; multitasking ability is a must
  • Must demonstrate ability to think critically and exercise sound judgement
  • Must fully exhibit the core values of the company and contribute positively to team environment
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