Job Description

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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