Office Assistant / Bookkeeper

Prepare daily paperwork for local and long-distance moves, including Orders for Service, Bills of Lading, Storage Contracts, and Inventory Forms. If you're reliable, organized, and enjoy helping customers while keeping an office running smoothly, we'd love to hear from you!

Location: Amityville, NY
Employment Type: Full-Time

Responsibilities:

• Answer incoming phone calls and assist current and prospective customers.
• Collect and enter customer and job information into Excel.
• Keep customer records up to date for estimates, booked jobs, and inquiries.
• Submit Certificates of Insurance (COIs) for jobs that require them.
• Email past customers every 15 days requesting reviews.
• Prepare daily paperwork for local and long-distance moves, including Orders for Service, Bills of Lading, Storage Contracts, and Inventory Forms.
• Label and prepare direct mail advertisements for distribution.
• Track monthly storage charges and process customer credit card payments.
• Prepare storage confirmation letters and charge breakdowns for inbound storage customers.
• Track daily IFTA mileage for IRP trucks and maintain quarterly and annual mileage reports in Excel.
• Create and print labels for customer folders.
• Record cash receipts and office expenses in Excel.
• Monitor office inventory and reorder supplies as needed.
• Assemble estimate folders with all required materials for estimators.

Requirements:

• Minimum 2 years of office administrative experience.
• Minimum 2 years of experience with Microsoft Excel.
• Minimum 2 years of experience with Microsoft Word.
• Familiarity with using a typewriter.
• Strong organizational and multitasking skills.
• Excellent communication and customer service skills.
• High attention to detail and accuracy.
• Ability to work independently and prioritize tasks.

Preferred Skills:

• Experience using a CRM or office management software.
• Experience in the moving, transportation, logistics, or storage industry is a plus.

If you're reliable, organized, and enjoy helping customers while keeping an office running smoothly, we'd love to hear from you!

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