Office Administrative Assistant/ Book keeping assistant

The Flying Locksmiths South Atlanta - Peachtree City, GA (30+ days ago)


Why “The Flying Locksmiths”?
The Flying Locksmiths – South Atlanta, GA is growing and is looking for an Office Administrative/Book Keeping Assistant to join our team.

PURPOSE AND ROLE
Provide administrative assistance and general bookkeeping and accounting assistance; filing and maintaining bills; entering of purchase transactions, reconciling invoices, purchase orders, and returns; maintain company documentation; employee documentation and calendars; and other general office assistance that may be needed for a growing business.

RESPONSIBILITIES
General bookkeeping/accounting responsibilities

  • Verify the accuracy of invoices and other accounting documents or records
  • Update and maintain accounting journals, ledgers and other records detailing financial business transactions (e.g., disbursements, expense vouchers, receipts, accounts payable)
  • Enter data into computer system using QuickBooks Pro and any other client specific program
  • Reconcile records and look for discrepant data including invoice reconciliation with purchase orders and shipments sent/received daily as well as reconciliation of returns received/sent
  • Compute and submit monthly sales tax
  • General filing/bill maintenance
  • Set-up, update, and maintain physical file system as well as electronic file system
  • Ensure all bills are being paid on time and accurately – reconcile any discrepancies, set up auto pay, ensure bill payments working properly, pay bills on time that don’t allow auto pay etc.
  • Drive to bank to deposit checks/solve issues, if necessary
  • Assist with general office management tasks as needed
  • Maintain documentation for each employee file – new hire forms, job descriptions, write ups, calendars, etc.
  • Maintain supplies, answer office phone calls, update company phone profile, create streamlined purchasing accounts for supplies, create tracking spreadsheets etc.
  • Set up meetings, keep calendars updated, set up reminders
  • Communicate with clients as asked via email and phone for executive team/managers
  • Process supply orders for stores/warehouse/managers
  • Inventory management, place purchase orders, follow-up on purchase orders, payment of invoices, etc.
  • Post updates to linkedin, facebook, website for company social media presence
  • Calculate performance metrics
  • Coordinate company gatherings

Scheduling and Reporting Software Responsibilities:

  • Interaction with TFL Call Center. Attend all calls from the call center and schedule jobs accordingly.
  • Learn quickly and have intimate knowledge of Flight Control software. Intake of new job, managing existing jobs, rescheduling jobs based on location, follow-up with customers and call center for jobs. Accuracy and completeness of customer and location information.
  • Tracking tech input of jobs in Flight Control. Tech call customer prior to arrival at job site, enroute, working, parts run, break (short break or lunch break)
  • Tracking customer appointment status of techs with customers. Scheduled, estimates, parts required, in progress, incomplete, finished.
  • Maintain price book and service rates in Flight Control
  • Track tech clock-in/clock-out hours, enroute, parts run, break, working hours in Flight Control.
  • Produce bi-weekly hours report of Clock-in/Clock-out and Lunch break for Payroll purposes.
  • Compile all sign-off sheets and upload them into FC into appropriate jobs. Confirm invoices have been created and check invoices for accuracy (sales tax, parts pricing, labor, etc.)
  • Collect any checks, cash both from tech and from US Postal Mail and hand over to management for deposits.

REQUIRED SKILLS

  • High level of trustworthiness with regards to proprietary information
  • Extreme attention to detail and fast learner
  • Smart, efficient, and even-tempered
  • Familiarity of bookkeeping procedures
  • Fast typing/keyboarding abilities
  • Strong working knowledge of QuickBooks Pro, Microsoft Office, Windows
  • Strong customer service skills
  • Exceptional organizational, verbal and written communication skills a must
  • Exceptional problem-solving skills
  • Accurate math skills
  • Experience organizing and maintaining standard filing systems and digital systems
  • Prioritizing a work-load given from multiple people within the company
  • Ability to act independently and accurately with minimal direction if necessary
  • Ability to multi-task in fast-paced environment
  • Ability to manage technicians, customers and call center effectively and efficiently.

Job Type: Full time
Required Experience: 5 Years

Job Type: Full time

Salary: - Commensurate with experience and skills

Job Location:

  • Peachtree City, GA (South Atlanta)

Job Type: Full-time

Salary: $20,000.00 to $24,000.00 /year

Experience:

  • office assistant: 5 years (Required)

Education:

  • High school or equivalent (Required)

Location:

  • Peachtree City, GA (Preferred)

Language:

  • English (Required)

Work authorization:

  • United States (Required)