Administrative Assistant @ Pye-Barker Fire & Safety
Job description
Make a difference, protect lives, and achieve your dreams. Build your career with the industry-leading fire, life safety and security company.
The Administrative Assistant performs a variety of clerical, recordkeeping, and customer service tasks to assist with the smooth operation of the organization. Provides administrative and clerical support to our Sparks, NV location. Also, responsible for the assigned daily Accounts Payable, payroll, and general office tasks, and assists in other departments as needed.
Essential Duties & Responsibilities:
- Maintain front office, back up Accounts Payable Specialist and Senior Manager.
- Answers phone calls and emails in a timely manner.
- Account Payable
- Process, data enter, cost code, with attention to detail, and efficiency.
- Reconcile monthly vendor statements, addressing issues as needed.
- Track and Request vendor insurance certificates.
- Manage data in spreadsheets and reports
- Creates and maintains office related records and reports
- Performs data entry and filing tasks for accounts payable, purchase orders, equipment inventory,
- Maintains the integrity and confidentiality of confidential employee or departmental files.
- Receives, records, and distributes packages and mail.
- Manages key vendor accounts, supply inventory, and submits invoices for payment
- Compiles budget data and maintains financial records as requested.
- Copies, collates, and otherwise prepares reports for mailings, meetings, and other correspondence.
- Assists with projects and event support
- Assists other departments as needed
- Assists with Customer relations
- Assists with Contract creations
- Manages all branch Fire Alarm Invoicing
- Maintain and create necessary documents and supplies for field managers including MSDS, Safety binders, First Aid Kits, and any other necessities that arise.
- Maintain and collect monthly vehicle mileage.
- Assist with any other department tasks and duties as needed such as scanning, organizing, mailing, printing, filing, and translating.
- Backup any office absences as needed.
Education/Qualifications
- Minimum of 2 years of Administrative Assistant experience.
- Bilingual Spanish/English (helpful)
- Attention to detail with efficiency and speed.
- Able to multitask and switch between tasks quickly.
- Ability to recognize your own errors and find solutions to prevent them.
- Able to take phone messages accurately and forward them to the correct manager.
- Computer skills including Excel and Word.
- Adaptable to learning new programs quickly.
- High school diploma or GED Equivalent.
- Errands run on occasion.
- Manage office supplies.
- 18 years or older.
- Knowledge of QuickBooks and Foundation helpful, preferred
- Knowledge of Job Cost Accounting beneficial, preferred
Other Duties
- Adheres to the Code of Conduct, Confidentiality Agreement, and Company Safety Policy.
- Performs other duties as assigned.
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
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Benefits And Perks
- Excellent pay
- Medical, dental, vision
- Company paid life insurance
- Company paid short term disability
- 401K with employer match
- Paid vacation and company holidays
- Company vehicle (if job applicable)
Pye Barker Fire and Safety is an Equal Opportunity EmployerSee less