Maintenance Administrative Assistant

Join our dynamic team as a Maintenance Administrative Assistant at our innovative company. This role is pivotal in ensuring the smooth operation of the Maintenance Division by providing comprehensive administrative support through advanced technologies. Our company is committed to fostering a collaborative and inclusive work environment, offering opportunities for professional growth and development. This will be an in-person position at our Fort Mill office. 

Responsibilities

• Manage and monitor administrative systems for scheduling, payroll, job costing, reporting, and billing.
• Proficient data entry proficiency with a high level of speed and accuracy
• Act as a liaison between executives and external parties, handling correspondence and follow-up via email and phone.
• Review and verify purchase orders, statements, and invoices to prepare payments.
• Submit documentation to set up new vendors as needed.
• Oversee accounts receivable and collections.
• Monitor daily schedules and job tracking.
• Enter customer orders into computerized systems.
• Work closely with the Operations Manager to track project progress and quality of work.
• Organize meetings, prepare agendas, take minutes, and follow up on action items to ensure effective communication and execution.
• Assist in planning and executing projects, ensuring deadlines are met and monitoring daily schedules and job tracking.

Qualifications

• Minimum of 3 years of experience with administrative and accounting systems (e.g., Spire or healthcare systems).
• Advanced technical proficiency with the ability to quickly adapt to new technologies
• Strong administrative skills with advanced data management capabilities
• ​​Proficient in QuickBooks and Microsoft Office, including Excel and Word.
• Ability to build strong relationships with clients and stakeholders.
• Self-starter with strong problem-solving skills and a passion for helping others.
• Effective communication skills, including verbal, written, and presentation abilities.
• Proven ability to work effectively both independently and in a team-based environment.
• Demonstrated flexibility and adaptability in managing changing priorities.
• Strong multitasking and organizational skills.
• Bilingual in Spanish is a plus.

Compensation

We offer a competitive salary that is negotiable based on experience and knowledge. Additionally, a company cell phone and laptop is provided.

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