Administrative Assistant

Description

The Administrative Assistant will report directly to the Service Manager and provide administrative and accounting support for the local service area, remote branches, and North Region operations. This position is heavily involved in accounting-related administrative functions, including data entry, purchase order processing, financial record keeping, job documentation, and invoice support.

The ideal candidate will have a strong administrative and accounting background, excellent attention to detail, and the ability to manage multiple responsibilities in a fast-paced service environment.  This individual will play an important role in maintaining accurate financial and service records, helping process jobs through the accounting system, and ensuring service work is documented and invoiced in a timely manner.

Job Responsibilities

Accounting & Financial Administration

• Perform accounting-related data entry for remote service branches.
• Review and verify service job files, technician timesheets, labor hours, and service tickets for accuracy and completeness.
• Prepare, process, and maintain purchase orders for remote branches and all North Region installations.
• Create and update purchase orders through the DocuWare system.
• Review retail parts transactions and assist in ensuring service jobs are processed and invoiced in a timely manner.
• Assist with tracking and verifying freight costs and other job-related expenses.
• Maintain accurate accounting records and supporting documentation.
• Assist with general accounting functions and other financial administrative duties as needed.

Service Administration & Record Keeping

• Scan, organize, and maintain completed service job files.
• Maintain accurate electronic job files and documentation.
• Review service paperwork to ensure all required information is complete and properly recorded.
• Provide administrative support to the Service Manager and remote service locations.
• Assist with general clerical, data processing, and office administration responsibilities.

Requirements & Qualifications

• Minimum of 5 years of administrative or accounting-related experience.
• Previous experience with general accounting functions, including purchase orders, invoice processing, financial data entry, and record keeping.
• Experience working with ERP or accounting systems. Sage experience is preferred.
• Strong Microsoft Office skills, particularly Excel, Outlook and Word.
• Excellent attention to detail and a high degree of accuracy when handling financial information.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong organizational and problem-solving skills.
• Professional communication skills and the ability to work effectively with teammates, vendors, and customers.
• Ability to quickly learn and adapt to internal accounting systems and procedures.
• Experience in the overhead crane, industrial service, manufacturing, or equipment industry is preferred.

Work Environment:

• This job operates in a professional office environment. 
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and other office equipment. 

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled/Other Protected Category 

Deshazo’s Mission: Deshazo is committed to elevating our clients’ business needs through custom-built cranes and tailor-made automation systems. We enhance our products by providing expert inspections, repairs, modernizations or rebuilds.