Job Description

Job Description

Our client is looking for an Administrative Assistant in the Orlando, Florida area. This candidate should have experience working in either Construction or Engineering firms. This candidate will be responsible for maintaining accounts payable balances and general office tasks/ maintenance. This candidate must be bilingual in Spanish as well.

Required Skills & Experience

Maintaining accounts payable Balances:

• Verify and enter Purchase Order, subcontracts, and Invoices into Navision.
• Verify Job cost allocations
• Interaction with vendors to update account balances, request credits, and/or required paperwork, such as waivers, W9's, Certificates of insurance, etc.
• Interaction with Project Managers, Engineers and Warehouse personnel to confirm invoices for accuracy.
• Assist with Amex reconciliations

General Office Maintenance:

• Cover reception area during business hours
• Receive and provide general support to visitors
• Exhibits polite and professional communication in person, phone, e-mail, and postal mail.
• Answer and direct phone calls
• Coordinate shipment of supplies
• General office purchases for both Orlando offices.
• Maintain organized inner office procedures
• Submit and reconcile expense reports
• Draft and review outgoing correspondence
• Draft and document any necessary documents.
• Document all incoming and outgoing correspondence.
• Respond to inquiries as required.
• Assist in the preparation of invoices and reports
• Assist with collecting employee paperwork such as timesheets, HR Onboarding docs, updating bulletin board etc. based on instructions from HR Dept.
• Makes travel arrangements for staff such as booking flights, cars, and hotel or restaurant reservations.
• Additional tasks may be assigned by superiors from time to time depending on business demands.

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