Our East Houston client is seeking a dedicated Administrative Assistant to manage all front office responsibilities, coupled with supplementary tasks involving Accounts Payable (AP) data entry.
• Efficiently manage incoming calls, transferring them promptly and courteously, and taking messages when needed.
• Welcome visitors warmly and guide them to the appropriate personnel or department.
• Handle the receipt, dispatch, sorting, and distribution of daily mail, faxes, UPS, FedEx, Certified Mail, and similar items.
• Manage office supplies, including distribution, purchasing, and maintaining inventory.
• Provide clerical support to various departments when scheduling allows.
• Ensure the cleanliness and proper stocking of lounge, reception, and kitchen areas.
• Maintain and organize conference room schedules, coordinating meetings as required.
• Achieve an accuracy rate of 99% when storing AP invoices received daily into Docuware.
• Aid the AP team by assisting with monthly P-card entries.
• Review and process AP vendor statements to guarantee accurate invoice entries for payment.
• Input garnishments and subcontractor invoices for AP.
• Assist the AP department in assembling supportive documentation for company audits, as needed.
• Candidates should possess 1-3 years of prior administrative and/or receptionist experience, ideally within the construction, manufacturing, or related industries.
• Proficiency in Microsoft Office is a must, with demonstrated skills ranging from Intermediate to Expert Level, including Word, Excel, Outlook, and Internet Explorer.
• The ability to effectively prioritize multiple tasks and meet deadlines as per team requirements.
• Strong organizational capabilities, coupled with the capacity to work autonomously and accomplish tasks with minimal direct supervision.
• Excellent verbal and written communication skills, along with a keen focus on customer service and efficient time management.
• Key competencies should encompass stress management, composure, effective communication, teamwork, and a results-driven attitude.