Administrative Assistant

As a family-owned company, we take pride in developing a culture where training and safety are core values practiced throughout all levels of our organization. Our commitment to safety starts with our leadership team and continues throughout our organization, from our branches to job sites.

Job Overview:

As an Administrative Assistantin Associated Scaffolding, you will be performing general office and administrating the Scaffold Construction and dismantling operations managing rental leases, and time and attendance.

Essential Duties & Responsibilities, but not limited to:

1. Routinely provide courteous telephone and visitor reception as required
2. Restock Office supplies
3. Organize Branch Social Events
4. Process and fill invoices, service reports
5. Process payments for COD customers
6. Manage cash reconciliation; prepare deposits and send receipts to corporate
7. Assist in mailing out or emailing invoices when needed
8. Print, distribute promotional materials and assist with customer giveaways
9. Knowledgeable in store products
   • Assist front counter with walk in customers
   • Includes taking orders from customers, documenting these orders, invoicing, filing paperwork
   • Advise warehouse manger of upcoming orders both inside sales and E&D
10. E&D Time and attendance; assist with all employee's time in branch if needed
11. Assisting customers with delivery and pick up of products to and from customer job sites
12. Processing related documents
13. Assisting in maintaining drivers daily schedules and dispatch drivers to their destinations
14. Schedule deliveries and pickups with customers
15. Communications with department managers, salesmen, employees, and customers appraised as to company schedule and lead times.
16. E&D
    • Keep shared calendar current
    • Communicate with person responsible for scheduling in my branch
    • Type ticket for driver
    • Assist in filling out service reports for change orders; labor/time and material
    • Print information sheet/E&D profile for lead erector
    • Call customer to confirm delivery or pick up
    • Check customer account prior to any dismantles
    • Process any payments needed for non-account customers
    • Assist in maintaining job file
    • Create E&D job spreadsheet showing excess and remaining equipment
    • Reconcile equipment after excess count is given
    • Send all paperwork to billing department including all load tickets/extra deliveries, excess counts, safety sign off
    • Keep track of all start/stop rent dates
    • Print ER's for driver/lead erector
    • Complete ER once equipment is returned and send to billing with directions on what to bill and when to stop rent
    • Assist in any hotel reservations or per diem when needed
17. Assist in regular rentals
    • Quotes under 20' of scaffold
    • Returning equipment to inventory
    • Occasionally sent out buy-out worksheet
    • Bill out for lost or damaged equipment and any labor charges
    • Transfer equipment between customers, jobs, or branches
    • Maintain overage spreadsheet for both rentals and e&d
    • Assist in mailing or emailing customer invoices
18. HR
    • Monitor employee attendance
    • Send requests for time off and add to calendar
    • Forward employment applications and waivers to HR
    • Assist in onboarding or interviews
    • Schedule new employees for fit test
    • Assist new employees with completing orientation paperwork
    • Assist with pre-employment drug testing as needed
    • Maintain supply of Employee Handbooks for new employees
19. Assist in making sure counts are correct; finding any discrepancies
20. Assist customers with small orders; ladders, pins etc.
21. Monitor GPS if need be
22. Assist in maintaining show room
23. Maintain inventory ordering (struggle with keeping up some times)
24. Hold monthly/quarterly safety committee meetings as needed
25. Assist in maintaining EOM reports
26. Assist in shipping and receiving
27. Assist in training new office staff as well as new upcoming system
28. Assist accounts receivable with monthly statements, collections
29. Assist corporate with customer specifics
30. Assist salesman with order pulling, processing, invoicing, ordering
31. Assist in keeping bathrooms, showroom, training room clean when I can
32. Assist in training where needed
33.  

Qualifications & Skills Needed:

• High School Diploma or equivalent.
• Good interpersonal skills and proficiency in verbal and written communication in the English language.

• Discretion in the handling and security of confidential information.
• Must be proficient in Microsoft Office programs: Outlook, Excel, and Word.
• Must be detail-oriented.
• Ability to work successfully both independently and within a team.

All candidates must submit to drug testing, a criminal background check, and an E-Verification of their eligibility to work in the US.

Employee Benefits

• Health, Dental, and Vision insurance plans.
• Company-paid and supplemental life insurance.
• Short-term and long-term disability insurance.
• Flexible spending plan.
• 401(k) retirement plans with matching.
• Paid vacations.
• Sick leave.
• 8 Paid holidays.
• Job-specific development plans & individual development plans (IDP).
• Our comprehensive benefits encourage our employees and their families to build lifelong relationships with us.