Overview
Administrative Assistant Jobs in Middletown, NY at Whitbeck Building & Design, Inc.
About Us
Whitbeck Building & Design, Inc. was founded by Phil Whitbeck & Lori Ferretti in 2015 with the vision to craft unique projects and provide superior service to our customers. We are committed to providing our customers with premier residential building services through quality, communication, and cleanliness. The Administrative Assistant has a critical role supporting the business, the owners, the team, and customers.
Job Duties and Responsibilities
Customer Focus
Greet and assist customers with friendliness, courtesy, and care in person, via phone, email, text, video conferencing.
Manage customer / client relationships in a proactive and professional manner.
Assist with marketing activities and tracking.
Index and file job documentation and pictures.
Maintain physical and digital files for customers.
Vendor Relationships
Negotiate and manage vendor / service provider fees, relationships, and payments.
Work with insurance companies and adjusters on claims, communication, and timelines.
Maintain physical and digital files for vendors.
Data & Information Management
Review, Scan, and Process receipts, project documentation, invoices, payments, job costing data, and other financial transactions.
Coordinate with the bookkeeper to ensure all relevant and required invoices and documents are processed.
Print and copy monthly financial statements and reports for the owners’ monthly business reviews: P&L, Transaction Detail, Balance Sheet, and Cash Flow Statements.
Compile, print, and file annual reports
Utilize accounting software such as QuickBooks Online.
Team Support
Take and retain weekly work meeting minutes.
Organize meetings and schedule appointments.
Maintain office supply inventory.
Coordinate office facility and equipment maintenance.
Maintain physical and digital files for employees, payroll, benefits, and attendance records.
Receive and distribute mail physical and digital.
Prepare operational reports.
Plan company events.
Required Qualifications
Excellent verbal and written communication skills.
Exceptional customer focus.
Detailed calendar management for the owners, office, and tickler systems for projects and renewals.
Advanced computer skills, including MS Office, data entry, data processing, communication tools, and payroll software.
Ability to navigate, create, and print QuickBooks reports.
Well versed in business management, accounting principles, data management, filing systems, and their application.
Experience with account reconciliation processes, including bank reconciliation.
Analytical and critical thinking skills,
Strong interpersonal skills.
Detail-oriented with excellent organizational skills.
Ability to manage multiple tasks while meeting deadlines effectively.
Preferred Qualifications
Previous experience in a customer focused office position preferably with a building contractor or similar service.
Experience with Job Tread software
Experience with Gusto payroll software
Experience with Xcelerate Restoration software
Leadership and coaching skills
Job Type: Full-time
Pay: $22.00 – $26.00 per hour
Expected hours: 40 per week
Benefits:
Paid time off
Schedule:
8 hour shift
Ability to Commute:
Middletown, NY 10940 (Required)
Ability to Relocate:
Middletown, NY 10940: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: Whitbeck Building & Design, Inc.
Location: Middletown, NY
Category:
