About Us
Alpha Southwest has been doing business since 1964 and has grown into the largest deep-set turbine water well contractor in our region. Our services include a pump/well division, electrical division and an electric motor repair division allowing us to provide comprehensive services to our customers. We have offices in AlbuquerqueAlpha also maintains additional operations in El Paso, TX.
Position Summary
We are seeking a highly organized and detail-oriented Temporary Administrative Assistant to support our Accounting Department and overall office operations in our El Paso, TX location. This position plays a critical role in ensuring the efficient day-to-day functioning of the office by providing administrative, accounting, project, and employee support. The ideal candidate is proactive, dependable, and capable of managing multiple priorities in a fast-paced environment.
Position Details:
- Filling in for an existing employee who will be on leave.
- Job will start July 6th, 2026 through at least April 17, 2027, with the potential for full-time permanent employment (and benefits) sometime between January - April.
- Work days are Mondays through Fridays.
- Work hours will vary. 20 hours per week during training from July through mid October; 40 hours per week from mid October through April
- This temporary position does not include benefits.
- Occasional overtime may be required; overtime pay will apply.
Key Responsibilities
Office Administration & Organization
- Answer and direct incoming phone calls, take messages, and assist callers as needed.
- Maintain office supply inventory and coordinate ordering of necessary materials.
- Ensure office equipment is operational and coordinate repairs or maintenance when required.
- Organize and maintain both physical and electronic filing systems.
- Process incoming and outgoing mail.
- Assist with data entry and tracking of job opportunities, quotes, and customer information within Epicor.
Documentation & Administrative Support
- Distribute checks to the appropriate personnel for deposits.
- Process renewals and enter required information into accounting systems.
- Review vendor statements and request missing invoices as needed.
- Maintain and monitor business licenses, registrations, certifications, and insurance records.
- Complete and distribute W-9 forms, resale certificates, tax exemption documents, and related paperwork.
- Generate vehicle permits when required.
- Assist with monthly customer billing, invoice filing, and payment documentation.
Customer & Vendor Support
- Complete credit applications for new customers and vendors.
- Verify customer references and banking information.
- Respond to document requests and provide administrative support to customers and vendors.
Job & Project Administration
- Set up new projects within company systems and create job documentation.
- Maintain project folders, job lists, and tracking systems.
- Collect required customer documents, including W-9s and tax exemption certificates.
- Prepare contract documentation and supporting compliance information for management review.
- Close completed projects and maintain accurate project records.
Employee Administration
- Prepare onboarding paperwork for new hires, including employment forms and benefit information.
- Maintain employee records, contact information, hire dates, and related documentation.
Accounts Payable & Vendor Invoice Processing
- Review, verify, and process vendor invoices and purchase order documentation.
- Route invoices for approval and enter approved invoices into accounting software.
- Scan and upload supporting documentation into company systems.
- Maintain invoice files and payment records.
- Prepare payment batches based on invoice due dates.
- Process and track company credit card receipts and expenses.
Payroll & Compliance
- Maintain OSHA 300 logs and related safety documentation.
- Prepare and submit certified payroll reports as required by project specifications.
Reporting & Financial Support
- Update monthly backlog and project reporting information.
- Review fuel card and credit card statements and track missing receipts.
- Process credit card payments.
- Monitor Accounts Payable and Accounts Receivable aging reports.
- Assist with collections by ensuring customers receive statements and payment reminders.
- Provide weekly payment status updates to management.
Insurance & Asset Management
- Request certificates of insurance, including auto, general liability, and workers' compensation coverage.
- Maintain vehicle records, including registrations, mileage tracking, asset inventories, and renewal schedules.
Qualifications
Required Skills & Experience
- 3 + years of previous administrative and accounting support experience preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication abilities.
- Ability to manage multiple tasks and meet deadlines.
- High attention to detail and accuracy.
- Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
- Experience with accounting, ERP, or project management software preferred (Epicor Kinetic, GP, BusyBusy, or similar systems).
- Ability to maintain confidentiality and handle sensitive information professionally.
- Must be available to start on July 6, 2026.
- Must pass pre-employment screenings which include a criminal background check, motor vehicle report, and drug-test.
- Ability to work with the varied hours between part and full time as described in the Position Details section above.
If you are an organized professional who enjoys supporting multiple departments and contributing to a team-oriented environment, we encourage you to apply.
Pay: From $15.00 per hour
Application Question(s):
- What is your desired hourly pay?
Experience:
- office administrative: 3 years (Preferred)
- accounting/bookkeeping: 3 years (Preferred)
Ability to Commute:
- El Paso, TX 79934 (Required)
Work Location: In person
