Key Responsibilities and Critical Success Measures
The division administrator must perform clerical and administrative functions such as payroll and billing paperwork, invoice clients, organizing and maintaining paper and electronic files, or providing information to callers. The position is often working with various people throughout the company to get tasks done quickly and efficiently while also having an eye for details. This position reports to the administrative manager.
Serve the customer, and exceed their expectations, as they are our first priority.
Communicate professionally with clients and co-workers ensuring that all inquiries are answered timely and accurately.
Prepare and process payroll, including billing paperwork.
Invoice customers including requested supporting documents neatly, timely and accurately.
Set up all necessary material for new and current customers.
Contact clients concerning overdue accounts.
Creating and processing credit memos.
Process Accounts Payable invoices, maintain AP Invoice spreadsheet, and ensure payments are being processed.
Review expense reports for regional salaried employees, to verify validity and accuracy.
Make hotel reservations for regional employees as well as setting up meeting venues for management.
Ensure upkeep of customer files and employee files.
Create employee ID badges.
Maintain all required databases.
UPS shipping and receiving.
Upkeep office supplies.
Prepare various typed documents, such as letters, interoffice reports, and reports of contact.
Liaise with members of the corporate office and region on various issues.
Perform other duties as deemed necessary by the Division Administration Manager, General Manager or Field Service Manger(s).
Safety is our number one priority
Communicate openly and honestly
Approach all that we do with a sense of urgency
Always do the right thing
Treat others as you wish to be treated
Strive for excellence in everything we do
Provide an environment that nurtures growth and enjoyment
Knowledge, Skills and Experience
High School diploma or equivalent required.
Minimum of 1 year of office experience required.
Must be able to efficiently and effectively communicate via email on computer and phone.
Expertise in the Office suite programs (specifically Microsoft Excel, PowerPoint, and Word).
Basic knowledge and understanding across multiple computer platforms.
Reports to Regional Division Administration Manager
Responsible for This position has no supervisory responsibilities.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
No travel is expected for this position other than occasional travel to other corporate sites regarding employee training.
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Since 1933 Heath Consultants Incorporated has led the industry in the safety of natural gas utilities infrastructure through the innovative and conscientious actions of our employees. Our continued field services growth is due in large part to the addition of new field services, such as underground utility line locating, meter and corrosion services to our utility partners outside of our core emissions reduction focus.
Heath’s innovative products have led to safer survey practices for both gas utilities and within our own field services division. These breakthroughs in technology are due in large part to the efforts of our engineering and marketing experts who research and develop new products and services through strategic partnerships with well recognized research and development organizations and industry trade associations.
Heath is certified as a women’s business enterprise by the Women’s Business Enterprise National Council (WBENC), the nation’s largest third-party certifier of the businesses owned and operated by women in the U.S.