Administrative Assistant
Onsite - Longwood, FL
Direct Hire
Maintaining Accounts Payable Balances (60% of duties):
• Verify and enter Purchase Order, subcontracts, and Invoices into Navision.
• Verify Job cost allocations
• Interaction with vendors to update account balances, request credits, and/or required paperwork, such as waivers, W9’s, Certificates of insurance, etc.
• Interaction with Project Managers, Engineers and Warehouse personnel to confirm invoices for accuracy.
• Assist with Amex reconciliations
General Office Maintenance (40% of duties):
• Cover reception area during business hours
• Receive and provide general support to visitors
• Exhibits polite and professional communication in person, phone, e-mail, and postal mail.
• Answer and direct phone calls
• Coordinate shipment of supplies
• General office purchases for both Orlando offices.
• Maintain organized inner office procedures
• Submit and reconcile expense reports
• Draft and review outgoing correspondence
• Draft and document any necessary documents.
• Document all incoming and outgoing correspondence.
• Respond to inquiries as required.
• Assist in the preparation of invoices and reports
• Assist with collecting employee paperwork such as timesheets, HR Onboarding docs, updating bulletin board etc. based on instructions from HR Dept.
• Makes travel arrangements for staff such as booking flights, cars, and hotel or restaurant reservations.
• Additional tasks may be assigned by superiors from time to time depending on business demands.
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