Timber Products Inspection, Inc. is looking for a highly motivated, and professional Administrative Assistant. The primary function as our Administrative Assistant is to manage various excel reports, billing, and operational support across multiple inspection and certification programs. Coordinates with field staff and clients, manages documentation, and ensures accurate, timely invoices and reports.
Monday - Friday 8:00 a.m. - 5:00 p.m.
Fixed rate of $22/hour.
Program & Client Coordination
- Manage weekly client contracts, schedules, and program requirements
- Serves as a primary contact for field staff and customers
- Prepare audit files, distribute reports, and maintain organized documentation
Billing & Invoicing
- Generate customer invoices and set up new accounts
- Process monthly and quarterly billings
Verify the billing data for various programs (CPA/HPVA, PFI/Biomass, CHEP/PECO, NHLA, WPM programs and Tractor Supply Company)
Documentation & Reporting
- Track inspection results and production data in Excel
- Prepare audit reports and share supporting documentation for clients, vendors, and internal teams
- Maintain weekly signed reports, annual certificates, and program-specific files
Program-Specific Support
- CPA/HPVA/PFI/Biomass: Distribute inspection reports, assist with missing lab documentation, prepare annual certificates
- WPM: Manage stamp/stencil orders, verify invoices, troubleshoot shipments
- CHEP/PECO: Create monthly inspection schedules, process audit reports, upload documentation, and complete billing
- NHLA: Distribute audit/calibration reports, track equipment calibration, support new client setup, process billing
- PANELS: Conduct weekly collections and update biweekly meeting notes. Support APHIS certificate needs. Distribute lab test results when available
- USDA APHIS: Provide backup assistance for processing USDA APHIS certificates
- NYCT: Receive inspection requests from NYCT, review requests for accuracy and completeness, and then distribute inspection requests to inspectors. Track progress of inspections. Receive inspectors’ reports, review for accuracy, and then distribute approved reports. Generate monthly invoices
General Administrative Support
- Process purchase orders
- Assist Program Manager with operational needs
- Support cross‑program tasks as required
Additional Information
This job description is not intended to provide an exhaustive list of all duties, responsibilities, or activities required for this position. Duties and responsibilities may change at any time with or without notice
Required Skills/Abilities:
- Interpersonal and customer service skills
- Excellent verbal and written communication skills
- Attention to detail, analytical and problem-solving
- Ability to function well in a high-paced and at times stressful environment
- Proficient in the Microsoft “suite of tools” (Word, Excel, OneDrive, PDF, Etc.)
- Able to prioritize workload and operate independently from their direct report
Education and Experience:
High School or Higher
Physical Requirements:
Standing, Stooping, Walking, Sitting
Job Type: Full-time
Pay: $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Willingness to take pre-employment drug test and felony background? yes or no
Experience:
- Administrative Assistants & Receptionists: 2 years (Required)
- Microsoft Excel: 1 year (Required)
Work Location: In person
