JOB TITLE: ADMINISTRATIVE ASSISTANT

Location: Columbia, MO
Position Summary: We are seeking a dedicated and detail-oriented Administrative Assistant to join our Administration Team. This role involves a variety of clerical duties, including data entry, customer service, general office tasks, reporting, and accounting. The Administrative Assistant will work closely with management, human resources, and branch administrators to support the company’s needs.
Reporting To: General Manager
Work Environment: This position is based in Columbia, MO. While we offer a flexible workplace with opportunities to work from home or remotely, these opportunities are up to manager discretion and role requirements.

QUALIFICATIONS & COMPETENCIES:

• High School Diploma or equivalent.
• At least one year of experience in customer service or administrative work.
• Strong communication skills, engaging with all levels of the organization.
• Versatile and adaptable in a constantly changing environment.
• Detail-oriented with exceptional time management, organizational, and follow-up skills.
• Excellent communication, listening, and customer service skills.
• Results-oriented with the ability to handle multiple and competing priorities.
• Fanatical about details and accuracy, maintaining excellent records.
• Experience with accounts payable processes is helpful.

Customer Service:

• Provide general customer service and bid distribution.
• Set up properties, contacts, and leads in Aspire.
• Create and distribute pipeline lead sheets.
• Assist visitors at the front desk.

Accounting:

• Submit vendor invoices.
• Approve and submit purchase receipts in Aspire.
• Distribute received invoices.
• Maintain MFA fuel delivery logs.
• Reconcile monthly vendor statements.
• Approve credit card transactions and reconcile monthly statements.
• Notify Accounts Payable of any stop payments, reissues, or lost cards.
• Handle weekly accounts receivable collections.
• Adjust inventory as needed.
• Book non-accounts receivable cash receipts in the accounting system.
• Maintain the daily cash tracker.
• Coordinate with Accounts Receivable staff.
• Manage required license renewals.

General Office:

• Order and stock office supplies.
• Manage Cintas services.
• Maintain client contract files.
• Document property damage.
• Complete and submit vendor account credit applications.
• File vendor documents.
• Maintain subcontractor documents.

Human Resources:

• Support employee engagement activities and event planning.