Office Clerk/Administrative Assistant - Part-time

Point Pleasant NJ

11 August, 2021

4:15 PM

Description

Office Clerk/Administrative Assistant - Part-time Minimum of 28 hours/week, occasionally up to 40 hours Apply online at https://www.bechtbt.com/career... The primary function of this role is to provide a wide range of support to the company staff. The Office Administrator will work under the direction of their Supervisor to ensure that both external and internal customers are provided best in class service. Key job responsibilities: Answer phonesCollect and distribute mail daily - send client checks to Finance Dept.Provide back up for admin/finance team members includingPhones, Proposal Activity, Deltek Entry, or any other assigned responsibilityOrder inventory and all suppliesMaintain office equipment, coordinate leasing and service arrangements with Principal Management.Send mail, faxes, and overnight packages.Update Master Outlook contact listMaintain project file documentation including paperwork, drawings and electronic files.File project related documents in Newforma. Ensure Projects are set-up in Newforma which is primarily handled by the Newforma interface to Deltek)Prepare and/or edit client proposals. Put proposal packages together for mailing or facilitate e-mailing to client.Schedule inspections with unit ownersCommunicate with clients, requesting a proposal, copies of invoices or facilitate any other client issue reported.Direct proposal information or client inquiries to the appropriate PMProvide clients all information they require to maintain a business relationship includingRegistering on Vendor portalsProviding Certificates of Insurance (COI), Providing W-9 forms, and other company information.Contact product manufacturers and distributors to obtain specifications and literature as directedProof/Review outgoing reports for grammatical accuracy and correct formatting.Copy and bind outgoing reports and specificationsEnter proposals and in-house project data into Accounting software (Deltek Vision)Provide Contract Management Report to Managers to review to validate contract set-up.Maintain Project information in Deltek (updating fees, changing status from active to dormant.Enter and maintain client and contact informationHandle Accounts Receivable for assigned divisions which include following up on all AR 60 days plus includingE-mails and phone calls to clientsInvolving management when client is not responsive, or job has other issues impacting collectability.Write-off client interest that will not be paid by clientHandle unique client invoice needs such as copies of back-up, including PO NumberKeep track of CAI Chapters, advertising, tradeshow applications, sponsorships, membership applications, & attendance at CAI functions. Duties will include registrations and renewals of professional associations and membershipsAssembling and packing materials for trade showsTrack inventory of Marketing Brochures and Tradeshow Promotional Giveaways. Request replenishment from Marketing staff if supplies are low.Provide back up for other staff members of the admin/finance team.Miscellaneous job duties as assigned. Qualifications required: Minimum Education requirement - Associates Degree in a Business or related discipline.Minimum Experience - One to two years experience in office administration. (Bachelors degree in related subject field may be substituted for experience.)Candidate must have strong computer skills including intermediate to advanced knowledge of Microsoft Office (Excel, Word, MS Outlook, MS Teams), PDF applications, and Internet search capabilities.Candidate must be organized, self motivated, able to multi-task and work independently, as well as have a strong attention to detail.