Utilities Service, LLC Administrative Support Assistant in Sunnyvale, Texas
Administrative Support Assistant
This position maintains and supports all office functions ensuring facility paper flow and documentation is complete and accurate. This position assists the Regional Manager with day to day operations and special projects. The Administrative Support Assistant interfaces with all American Lighting and Signalization staff and associates, corporate associates, Region employees, Clients, and outside vendors.
Maintains Company Organizational Chart of Seniority.
Assists in managing inventory control for materials and supplies.
Track receipts and complete expense reports.
Responsible for the time entry for certified payroll of all employees in the region.
Basic understanding of accounting functions such as Purchase Orders, Company Credit Card reconciliation, Invoicing, Accounts Receivable and Accounts Payable.
Call in, track and renew locate requests through 811.
Ability to keep confidential information private. Will handle inquires, work request and at times employee personnel information.
Answer, direct and make phone calls for region in a professional manor.
Must be able to take and distribute messages appropriately.
Receives sorts and distributes incoming Mail and Deliveries.
Organizes meetings, appointments and travel arrangements. Sending reminders on a needed basis.
Maintain office supply inventory and orders on a monthly basis.
Download/Upload necessary documents for proposals/bids to client and prepare bid packages.
Assist management with weekly production reports (ie Supervisor Reports).
Perform administrative duties for region management team; including but not limited to typing documents, data entry, photocopying, mailing, scanning and faxing
Must be able to react to change productively and capable of meeting short deadlines.
Creates a behavior and conduct that maintains a positive work atmosphere by acting and communicating in a manner to get along with customers, vendors, co-workers and management.
Good and consistent attendance. Full Time Position 38.5 - 40 hours weekly. Hours subject to regional requirements.
Assist with the hiring practices (advertisement, back ground checks, drug test scheduling, phone screens, interviews)
Assist with all new hire paperwork including completing the I-9 process
Create and maintain personnel files
Complete all other duties assigned by management.
Maintain a professional work area. (Conference room, front desk, waiting area and supply areas)
Supports Regional Office Manager and other management staff in daily clerical needs
Provides support and assistance to help the facility and personnel function as a team environment
Must be bilingual in English and Spanish
Excellent verbal and written communication skills
High school diploma or equivalent
Excellent Adobe, Microsoft Word, Excel, Power Point, and Outlook skills
Knowledge of office and business practices, equipment, and procedures
Good conflict resolution skills
Able to pay close attention to details and identify/correct mistakes
Excellent skills interacting with other staff members, outside representatives, and customers
Valid driver’s license and be able to safely drive personal vehicle for work related activities
Must possess good planning, analysis, and organizing skills
Able to delegate work effectively and manage time efficiently
Capable of performing repetitive tasks
Must pass pre-employments drug screening, MVR, and Background screening
Rarely = less than 10%
Occasionally =up to 33%
Frequently = up to 66%
Continuously = 67% to 100%
Range of Motion
Hearing - Speech Range
Sense of Touch
Climbing On/Off Truck
Lifting up to 10 lbs
Lifting over 10 lbs to 50 lbs
Lifting up to 50 lbs
- May perform repetitive motions
General Duties and Responsibilities
Office Support to field staff
Project administration – ensures deadlines and requirements are met
Data management and data entry associated with internal project management software
Performs other related work, as assigned
Must be able to safely drive an approved company vehicle and/or safely drive personal vehicle for work related activities.
Must be able to write, read and comprehend written and verbal job instructions/information.
Must be able to utilize a computer or other typing device as well as utilize any related programs.
Must have organizational skills.
Must be able to meet short deadlines and be able to multi-task.
Must have communication skills.
Must have time management skills
Individuals must be able to perform the essential functions of the position with or without a reasonable accommodation. Individuals with a disability who desire a reasonable accommodation should contact the ADA Coordinator at 1-800-248-8733, ext 1339.
An Equal Opportunity Employer, including disabled and vets.
Utilities Service, LLC
- Utilities Service, LLC Jobs