Project & Service Assistant - CCG Automation
8/21/2023
We're on the hunt for a reliable Project and Service Assistant who can handle a bunch of administrative tasks. As a Project and Service Assistant, you'll be supporting our managers and employees, taking care of office needs, and handling general administrative work. Your
responsibilities will include preparing reports, keeping our files in order, and using tools like MS Excel. So, good communication skills and the ability to stay organized are a must. Ultimately, we need someone who can keep our office running like a well-oiled machine. Sound like your cup of tea? Let's chat!
RESPONSIBILITIES
Service
Provide billing and clerical support to
the service department.
-Create and send invoices for daily service performed
· Provide documentation of service performed to customers on a weekly basis
·Set up service contracts in the accounting system used for tracking
·Create monthly preventative maintenance (PM) work orders for technicians
·Prepare and send monthly invoices for PM customers
· Track all PM hoursagainst customer contracted hours
·Assist in tracking manpower needs
·Obain appropriate signatures to finalize contract estimates
·Conduct service collections calls as needed
Project
Provide project support including but not limited to:
·Review contracts
· Set up new sold projects
·Update Project Status Document
·Take meeting minutes
·Subcontractor management
o Create and execute contracts
o Obtain approval for subcontract invoices
o Collecting necessary paperwork from subcontractors, for example:
§ Certified payroll
§ Lien Waivers and affidavits
§ Liability and workers compensation
certificates
o Process subcontractor and material A/P invoices
o Project close-out including preparing owner’s manuals
o Scan and print drawings
o Prepare proposal and maintain proposal log
Office
Responsibilities
· Answers and transfers phone calls, screening when necessary
· Open the front door and get mail
·Welcomes and directs visitors
·Maintains office and building supplies and coordinates maintenance of office equipment
·General office support to all
· Maintain a filing system including paper and electronic copy
· Maintain Company Contacts
· Runweekly labor reports
Accounts Payable & Receivable
·
Process accounts payable invoices, including tracking material receipts.
·
Distributes signed checks as required.
·
Answers all vendor inquiries and reconciles vendor statements.
·
Maintains all accounts payable reports and files.
·
Applies customer payments to outstanding invoices.
·
Prepares deposits as needed.
Warehouse & Facilities
·
Ensures that facility equipment is properly maintained
·
Coordinates and schedules general repairs
·
Assist with the upkeep of the facilities
Fleet Maintenance
·
Schedule maintenance and repairs for company vehicles
·
Drop off and pick up vehicles as needed
Other Duties
Please note this job description is not designed to
cover or contain a comprehensive listing of activities, duties, or
responsibilities that are required of the employee for this job. Duties,
responsibilities, and activities may change at any time with or without notice.
Competencies
Creativity
Initiative
Ethical Practice
Relationship Management
Time Management
Communication
Proficiency
·Organization Skills
·
Problem Solving/Analysis
·
Results Driven/Flexibility
·
Thoroughness
·
Fast-Paced
Supervisory Responsibility
This position has no supervisory responsibilities.
Work Environment
This job operates in an office environment and a field setting. This role routinely uses standard office equipment such as laptop computers phones, photocopiers, and filing cabinets. When in the field you may need to use industry, specific tools including thermal scanners, air-balancing tools, meters, etc.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk and hear, walk, sit, and use hands to operate a computer
keyboard and telephone. The employee is sometimes required to reach with hands and arms; climb or balance; stoop, kneel
or crouch; crawl. The employee will be required to occasionally lift up to 30 lbs. Be able to stand for extended periods. Specific vision abilities include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Must be able to climb ladders.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 7:30 a.m. to 4:30 p.m. This position occasionally
requires overtime.
Education and Experience
·
Proven experience as an administrative assistant
·
Knowledge of office management systems and procedures
·
Working knowledge of office equipment, like copiers and printers
·
Advance abilities in MS Office (Excel, Word, PowerPoint, and Outlook in particular)
·
Excellent time management skills and the ability to prioritize work
·
Attention to detail and problem-solving skills
·
Excellent written and verbal communication skills
·
Strong organizational skills with the ability to multi-task
·
High School degree
Additional Eligibility Qualifications
Ability to pass drug screening.
Ability to pass formal background checks, both BCI (Ohio) and FBI.
Ability to prove U.S. Employment eligibility.
Will be required to complete a personality profile.
AAP/EEO Statement
CCG Automation, Inc. is an Equal Opportunity Employer.
At CCG,
we offer Competitive Benefits - Comprehensive medical, dental, and
vision coverage; Prescription coverage; Life insurance; Short- and long-term
disability coverage; 401(k) plan with choice of investment options; biweekly
direct deposit; and Professional Development - training opportunities.
Please forward resumes to hr@ccgautomation.com