Branch Administrative Assistant

Miller Electric Company•Melbourne, FL

17d

About The Position

The Branch Administrative Assistant at Miller Electric reports directly to the Vice President and Senior Project Manager in charge of the office. There is a dotted line to the Vice president of Shared Services. Responsibilities are focused on providing support for the entire branch. Critical abilities for this position are strict attention to detail and the ability to shift from one process or function to the next rapidly and seamlessly. The applicant must also be proficient at both Microsoft suite programs.

Requirements

Strong personal interaction and communication skills. Ownership thinking.
Ability to establish and maintain effective working relationships with peers, supervisors, clients, and vendors
Ability to work independently
Proficient in Word, Excel, PowerPoint, email, and other software required to perform job-related responsibilities
Exceptional written and verbal communication skills
Must be organized and detail-oriented; ability to multitask
Commitment to protecting confidential information

Responsibilities

Communications: Must possess strong interpersonal skills within the office, customers, vendors. Building on our core values of trust, collaboration, safety, quality, stewardship and community.
Human Resources: Process termination payroll and paperwork. Workman’s Compensation Claims processing by company standards and Payroll Management weekly, troubleshooting any issues.
Invoice Processing: Create invoices, obtain liens as requested, process through accounting and submit to customer by way of online portals, e-mail, and mail or as directed.
Creating Purchase Orders(PO’s): PO’s must be entered into JDE
Contract & Licensing Management: Process project contracts through home office as per procedure. Process closeout documents including warranties. Arrange for certified payroll and lien processing as required. Oversee maintenance of current licensing. Process local cities business license yearly and submit to home office. Coordinate and follow up with home office for state contractors licensing yearly renewal and current Masters Electrician License. Order Certificates of Insurance as requested. Obtain officer required signatures on required documents as needed. Complete contract breakdowns in order to get a job number.
Notice to Owner: These need to be done periodically for billing contracts.
Training: (optional if there is not an Office Assistant) Cross-train in every aspect of Payroll, with alternating weeks of processing, Workman’s Compensation claims, Fleet accident reporting, all according to company standards.
Service Coordinator: Establishing a relationship with the Service Manager and coordinating the workflow of work orders to the completed customer invoices. Import / Exporting Corrigo invoices to post onto the JD Edwards general ledger. Troubleshooting any failed exports or incorrect processing.
Accounts Receivable: Reporting and maintaining fluid record-keeping in partnership with Miller’s accounting department. Innovative thinking for new collection ideas. Cash flow. Weekly updating spreadsheets and communicating with Miller’s customer’s accounting departments.