In PersonThe position is based in the Watkinsville, Georgia office and requires a 7:00 a.m. to 3:30 p.m. schedule.
Administrative & Executive AssistanceReception & Front Desk
About the job
Requirements
A minimum of three years of administrative or office experience.
Ability to complete all work in a timely manner.
Ability to prioritize tasks and maintain attention to detail.
Advanced proficiency with Microsoft Word, Microsoft Excel, Adobe, and Microsoft Outlook.
Ability to type and input data accurately at 50 or more words per minute.
Ability to multitask and manage multiple tasks simultaneously.
Ability to sit for extended periods of time.
Manual dexterity for repetitive tasks and operating standard office equipment.
Ability to lift and carry materials weighing up to 25 pounds.
Responsibilities
Provide administrative support to the Client Accounts Manager by maintaining the status of job files, preparing open jobs for billing, and tracking delivery notes and purchase orders.
Greet and welcome clients in the reception area while working the required 7:00 a.m. to 3:30 p.m. schedule.
Answer incoming calls, route calls to the appropriate person, and take messages.
Issue vendor purchase orders.
Process billing spreadsheets from Project Managers and update job costing to reflect changes.
Communicate with Project Managers and customers regarding project status.
Request purchase orders from customers on time-and-material projects after costs have been processed, maintain the tracking spreadsheet, and follow up as needed.
Build jobs and verify the accuracy of information and supporting documents before customer invoices are issued.
Update the time-and-material spreadsheet daily and ensure it matches the job costing database.
Update job costing daily to include billable quoted time, materials, and equipment.
Pull weekly fuel reports from the fleet management system and enter all costs into the job costing database.
Enter vendor purchase-order costs into the job costing database daily, verify the information, and ensure invoices match purchase orders.
Contact vendors when invoices have not been received after 30 days.
Scan and file billed-job and project-closeout documents in the electronic filing system, merge project documentation with customer payments, and archive the records.
Compile documentation and training information for new Project Managers and Foremen.
Provide backup support for issuing job numbers and subcontracts.
About Us
IMI Industrial Services Group is a full service, total solutions, industrial contractor. Established in 1988 in Watkinsville, Georgia, IMI has over 30 years of success in the Industrial construction industry. We have three satellite offices in Augusta, Covington, and Winder, GA. IMI supports manufacturers throughout most of the Southeast and we are expanding rapidly; big enough to have all the necessary resources, but small enough to give genuinely helpful personalized attention to everyone who puts their trust in us.
Job Summary
IMI is seeking a full-time Front Office Administrator for our Watkinsville, GA office.
Essential Functions
The Front Office Administrator will provide administrative support to the Client Accounts Manager by maintaining the status of job files, preparing open jobs to be billed, and tracking receipt of delivery notes and purchase orders.
Greeting and welcoming clients in the reception area. Must be able to work 7:00am - 3:30pm!
Answer all incoming calls, route calls to appropriate person, and take any necessary messages.
Issue Vendor purchase orders.
Process all billing spreadsheets from Project Managers and make updates in job costing to reflect changes.
Communicate with Project Managers and Customers regarding project status.
Request Purchase Orders from Customers on Time & Material projects once all costs have been processed by Client Accounts Manager; maintain spreadsheet, follow up as needed.
Build jobs and ensure accuracy of information and back-up documents before customer invoices are issued.
Update Time & Material spreadsheet daily, ensure that sheets match the job costing database.
Update job costing daily to include billable quote time, material, and equipment.
Pull fuel reports from fleet management system weekly and enter all costs into job costing database.
Enter vendor purchase order costs into job costing database daily; verify that all information is correct and invoices match purchase orders.
Call vendors when invoices aren't received after 30 days.
Scan and file in electronic filing system billed job and project closeout documents; merge all project documentation with customer payments and archive.
Compile documentation and training information for all new Project Managers and Foreman.
Serve as back-up issuing job numbers and subcontracts.
Education and Experience
Minimum of three years in administrative/office experience.
Ability to complete all work in a timely manner.
Detail oriented and able to prioritize tasks.
Advanced skill level for operating Microsoft Office (Word, Excel, Adobe and Outlook) required.
Able to accurately type and input data at a rate of 50+ WPM.
Able to multitask and manage multiple tasks simultaneously.
Work Environment/Physical Demands
Sitting for extended periods of time
Manual dexterity needed for repetitive tasks and operating standard office equipment
Lift and carry materials weighing up to 25 pounds
IMI Industrial Services Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.