Administrative & Accounting Assistant (hourly non-exempt)

Sepro America
Published
August 7, 2019
Location
Warrendale, PA, PENNSYLVANIA
Job Type
Deadline to Apply
2019/09/30

Description

We're currently looking for a dynamic individual to join our team!  This individual would be responsible for positively representing our company by handling all inbound calls for Operator and our Service Department, general administrative tasks and all accounting department administrative support, with accounting being the first priority department.

EXPECTATIONS OF THIS ROLE:

  • Administrative
  • Main Phone Operator – Answers, screens, and routes incoming calls and messages. Register incoming service calls by registering all tech related calls and forwarding calls to on-call techs
    • Back up Phone to all other department roll over phones
    • Performs routine clerical functions, such as copying, sorting, filing, and typing
    • Place orders for office supplies including training supplies
    • Maintain and ensure all general office areas are clean (training room, board room, copy room) and prepared for guests
    • Greets, screens, and directs visitors to appropriate staff member
    • Guest support, hotel bookings, food orders
    • Main contact for phone related issues o
    • Sort incoming mail + handle outgoing mail
    • General Office support for company
  • Accounting

Mail Support

  • Back up of Accounting phone line
  • Filing Maintenance, to include accounting filling and data storage maintenance and pulling records for the accounting team
  • To be trained in simple accounts payable functions, focus on data entry repetitive jobs
  • As back up to be trained in simple accounts receivable functions, focus on data entry repetitive jobs
  • Administrative support as needed
  • Engineering / Manufacturing / Purchasing; Sales and Parts
    • Administrative support as needed
  • Service / Training
    • Prepare all in-house set up training related tasks; to include but not limited to organizing training room, order supplies for classes, order food, and pick up area after completion of training classes
    • Prepare for all remote training related tasks; to include but not limited to organizing shipment of supplies to remote areas
    • Create and manage certificates for training classes
    • Create new call logs for new orders/projects as they are sold
    • Link / Sync service documents to appropriate call logs
    • Print and distribute appropriate documents for AP, billing, job folders
    • Administrative support as needed

QUALIFICATIONS:

  • 2 - 8 years of relevant working experience
  • High School diploma or equivalent required
  • College education is a plus
  • Must be able to work out of the corporate office; 8a.m.-5p.m. Mon-Friday
  • Being able to speak Spanish is a plus

SKILLS:

  • Advanced understanding of Microsoft Office
  • Display a strong sense of internal and external customer service; to represent our company in a positive manner
  • A self-starter who is independent and can solve problems, even when limited information is available.
  • High level of detail orientation and accuracy
  • High awareness of confidential material
  • Experience w/ accounting systems a plus
  • Good organizational and planning; ability to manage multiple priorities

PHYSICAL REQUIREMENTS:

  • While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone.
  • Sitting at a computer desk for a prolonged period of time.
  • The ability to occasionally lift office products and supplies.

WE OFFER GREAT EMPLOYEE BENEFITS SUCH AS :

  • Paid vacation and holidays
  • Medical, Dental and Vision
  • Short Term, Long Term and Life Insurance
  • 401(k) retirement plan
  • Casual work environment
  • Company social events

Sepro America, LLC considers applicants for all positions without regard to race, color, creed, religion, national origin or ancestry, sex, age (40 or over), disability, genetic information, veteran status, or any other legally protected status under local, state or federal law.

Job Requirements

EXPECTATIONS OF THIS ROLE:
❑ Administrative
❑ Main Phone Operator – Answers, screens, and routes incoming calls and messages. Register incoming service calls by registering all tech related calls and forwarding calls to on-call techs
o Back up Phone to all other department roll over phones
o Performs routine clerical functions, such as copying, sorting, filing, and typing
o Place orders for office supplies including training supplies
o Maintain and ensure all general office areas are clean (training room, board room, copy room) and prepared for guests
o Greets, screens, and directs visitors to appropriate staff member
o Guest support, hotel bookings, food orders
o Main contact for phone related issues o
o Sort incoming mail + handle outgoing mail
o General Office support for company
❑ Accounting
Mail Support
o Back up of Accounting phone line
o Filing Maintenance, to include accounting filling and data storage maintenance and pulling records for the accounting team
o To be trained in simple accounts payable functions, focus on data entry repetitive jobs
o As back up to be trained in simple accounts receivable functions, focus on data entry repetitive jobs
o Administrative support as needed
❑ Engineering / Manufacturing / Purchasing; Sales and Parts
o Administrative support as needed
❑ Service / Training
o Prepare all in-house set up training related tasks; to include but not limited to organizing training room, order supplies for classes, order food, and pick up area after completion of training classes
o Prepare for all remote training related tasks; to include but not limited to organizing shipment of supplies to remote areas
o Create and manage certificates for training classes
o Create new call logs for new orders/projects as they are sold
o Link / Sync service documents to appropriate call logs
o Print and distribute appropriate documents for AP, billing, job folders
o Administrative support as needed

How to Apply

www.sepro-america.com; Jobs and Careers