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Administrative Assistant - Equipment

at Cianbro in Pittsfield, Maine, United States

Job Description

The Administrative Assistant provides support to multiple departments within the Equipment Team. The office is a
fast-paced environment that requires the ability to multi-task while maintaining a friendly and professional demeanor.

Job Responsibilities
Reception desk
Greets all office guests, answers incoming calls, and directs them appropriately.
Maintains security by following procedures, monitoring logbook, and issuing access badges.
Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
Administrative duties
Mail Coordination and Distribution.
Monitors/Orders Office Supplies.
Coordinates team meetings, events, and team member travel arrangements.
Manages/Tracks Vehicle Registrations and EZ-Pass Distribution.
Prepares communications; memos, emails, invoices, reports and other correspondence.
Creates and maintains filing systems, both electronic and physical.
Miscellaneous office duties as directed.
Payroll
Processes weekly payroll on a rotating schedule and troubleshoots payroll related issues.
Accounts Payable
Accurately reviews, codes, and processes vendor invoices.
Reviews/reconciles invoice discrepancies and troubleshoots discrepancies with purchasers and/or vendors.
Accounts Receivable
Creates and processes invoices, prepares X-hire rental invoices, prepares cash deposits, performs monthly petty cash reconciliations, and updates status of aging invoices.
Qualifications/Requirements
Two-year degree in Business or equivalent job experience.
Proven experience with Accounts Payable, Accounts Receivable & Payroll (familiarity with Davis Bacon a plus).
Effective computer skills across multiple software platforms.
Experience with Microsoft Office (Outlook, Word, Excel and Power Point). Microsoft Access is a plus.
Strong attention to detail.
Ability to manage multiple projects and prioritize to meet deadlines in a fast-paced office environment.
Strong communication and people skills with the ability to interact effectively.
Ability to work with a high level of autonomy and as a member of a team.
Ability to focus and be productive in an open office environment.
Demonstrated ability to exercise discretion and diplomacy when dealing with confidential and sensitive matters.
Cianbro is an employee-owned, tobacco-free, equal opportunity employer, we do not discriminate based on marital status, race, color, creed, gender, sex, religion, national origin, gender identity, age, veteran status, union affiliation, physical or mental disability, citizenship status, sexual orientation, genetic information, or other legally protected status.

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Cianbro is an employee owned, tobacco-free, equal opportunity employer of women, minorities, veterans, individuals with disabilities and other protected categories.

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Job Posting: 1082993

Posted On: May 23, 2024

Updated On: May 23, 2024

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