Administrative Assistant

Job Summary

We are seeking a motivated and detail-oriented Admin Project/Dispatch Assistant to support our team in various administrative and project management tasks. The ideal candidate will possess strong organizational skills and the ability to manage multiple priorities effectively. This role is essential in ensuring smooth operations and communication within the team, contributing to the successful execution of projects.

Responsibilities

- Admin Asst. to the HFS Division. Tasks will include, but are not limited to, planning, coordination of projects, meeting timelines, staying on budget, ensuring deliveries & targets are met.

- Maintain all project documentation, including schedules reports, billing, & meeting notes.

- Responsible for project tracking start to finish.

- Daily audit for HFS employee hours & locations (compare against work orders & open projects)

- Manage calendars, schedule meetings, & coordinate logistics for project related events.

- Provide customer support and service by addressing inquiries & resolving issues promptly.

- Utilize software: Microsoft Suite, Adobe, Monday.com, QuickBooks, & SoftPak Suite related to project boards, communication, billing, dispatching, etc.

- Assist with AR, AP, & HR functions as assigned.

- Communicate with team members and managers both verbally and written

- Manage high volume of daily tasks

- Dispatching in the Command Center

- Inside Sales Solicitations

- Keep confidential all information received

- Ensure prompt handling of required tasks

- Query, download, manipulate and interpret reporting files and multiple spreadsheets

- Identify and correct errors and/or issues with tasks or processes.

- Quoting services/parts for the purchase order database

- Other duties as assigned

Experience

- Previous experience in an administrative or project support role is preferred.

- Proficiency in QuickBooks is a plus.

- Strong computer literacy skills with proficiency in Microsoft Office Suite or similar software.

- AR & AP Experience is Required

- HR Experience is Preferred but not mandatory.

- Demonstrated customer service experience with a focus on providing exceptional support.

- Familiarity with calendar management and office management practices is beneficial.

We welcome candidates who are eager to learn, grow, and contribute positively to our team environment. If you possess the required skills and have a passion for supporting projects, we encourage you to apply for this exciting opportunity.

Job Type: Full-time

Pay: From $17.00 per hour

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Health insurance

- Life insurance

- Paid time off

- Vision insurance

Experience:

- Office: 5 years (Required)

- Microsoft Office: 5 years (Required)

Language:

- English (Required)

Ability to Commute:

- Spring Branch, TX 78070 (Required)

Work Location: In person