Job Summary
The Administrative Assistant II provides essential office support by managing communication (phones, emails), scheduling (meetings, calendars), handling documents (filing, reports, data entry), and maintaining office organization, with administrative duties varying from Excavation and RIES operations. This position also communicates with clients, as well as Team members.
Essential Functions
- Completes a broad variety of administrative tasks for the RIES Operations and the Excavation Operations teams.
- Ensures smooth and clear communication between internal departments as well as the RIES Team and the Excavation Team, while demonstrating leadership to maintain credibility, trust and support with management staff.
- Assist in the administrative execution of estimates, work orders and invoices for all special projects that the REIS and Excavation teams are responsible for bidding out.
- Prioritizes conflicting needs, handling matters proactively and sees all projects and tasks to completion, often with strict deadlines.
- Demonstrates a strong understanding of operational processes and procedures for all divisions in order to better assist the duties of the RIES and Excavation administration.
- Prepare invoice details for accounting to create billable invoices to send to client.
- Review A/R report to determine if any collections are outstanding and contact clients if necessary.
- Responsible for verifying receipt of all payments from customers and providing billing information to the Accounting Department.
- Excellent customer service skills.
- Take customer orders.
- Must be able to obtain accurate customer information as well as concise directions for service.
- Must be able to keep filing of operations up to date and organized.
- Back-up for Receptionist for over-flow calls or time off coverage.
- Work closely with other divisions to coordinate jobs / efficiencies, as needed.
- Have a basic working knowledge of field equipment.
- Review and approve field personnel daily timecards and make corrections as needed.
- Build and maintain client relationships.
- Any other duties as assigned.
Competencies or Experience Requirements
- Three to five years of experience in an administrative support position.
- Experience working with various computer systems and programs (Microsoft Word, Excel, Outlook & Teams as well HCSS).
- Strong organizational skills.
- Excellent written and verbal communication skills.
- Excellent problem-solving skills.
- Ability to work in a team environment.
Education Requirements
High School Diploma or GED and relevant work experience.
Safety
Strict adherence to safety requirements and procedures as outlined in the Manual of Safety Practices and Procedures.
Dress Attire
Because of the nature and versatility of our roles and organizational culture, business casual dress may be required.
Additional Considerations
The Zemba Companies culture and values are part of what makes the company successful and a great place to work. Candidates will be considered in terms of their consistency with culture and values. The Zemba Companies is a rapidly growing company; flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced work environment with many crucial deadlines.
Benefits
The Zemba Companies benefit package includes medical insurance, dental insurance, vision insurance, life insurance and retirement savings plan upon completion of length of employment requirements.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required. All team members may be required to perform duties outside of their normal responsibilities from time to time, as needed.
