SMSFR - Admin Support - San Antonio, TX at Hope Administrative Services in San Antonio, Texas

Job Description:

Position Title: SMSFR - Admin Support - San Antonio, TX

Job Details

Level ExperiencedJob Location General Office - San Antonio, TXSecondary Job Location(s) UndisclosedRemote Type N/APosition Type Full TimeEducation Level UndisclosedSalary Range UndisclosedTravel Percentage UndisclosedJob Shift UndisclosedJob Category Admin - Clerical

Description

Hope Administrative Services, DBA as Central Transportation System, Scobey Moving and Storage, Spectrum Relocation Group, and International Moving and Warehouse. Whether directly through our own offices and service centers, or in concert with a worldwide network of service partners, we are positioned to assist our customers with any relocation, anywhere in the world. We are experience you can trust!

The role of the Administrative Assistant is responsible for providing superior support to our Office & Industrial division managers and clients. Performs as one of the first contacts with our clients to prepare them for their relocation and coordinates and ensures a successful move.

Responsibilities:

• This position requires regular support and clear communication to all levels of management. Corresponds with management to ensure appropriate approvals for invoice billing.
• Responsible for data entry into multiple software systems for division.
• Answers and responds to incoming telephone calls and emails from office team and clients.
• Responsible for entering and setting up new bookings.
• Responsible for gathering and preparing documents to send to clients and/or national accounts.
• Must fully read all email correspondences to assure accurate completion of projects.
• Communicates with internal and external clients and provides appropriate information.
• Maintain scheduling of projects and daily work, including any necessary documents such as work orders, purchase orders, and project estimates.
• Maintain up-to-date electronic and hard copy documents and filing system, including receiving service requests and entering all order information into Trantsfer system.
• Produce vendor work orders from information received.
• Assist team with producing proposals.
• Maintain and process Account Payables weekly for O&I division.
• Maintain and track division’s financial receivables and collections. Sends emails and makes calls to clients with passed due payments and tracks interaction and payments.
• Ensures that all moves are invoiced and submitted to clients.
• Maintain and coordinate monthly invoicing with billing department for ongoing projects.
• Maintain and update expense/revenue reports on all projects monthly.
• Management of subcontractors, temporary firms, and internal employees.
• Adhere to accounting provided deadlines for monthly financial closing for project revenue and expenses.
• Takes pride, ownership and accountability in work performed.
• Scan and file documentation and other items as needed.
• Maintain and contribute to a safe work environment by adhering to policies and procedures as outlined in the Company Safety Program.
• Perform any other task or assignment as deemed necessary by the organization.

Qualifications

Education and/or Experience:

• High school diploma or general education degree (GED); or up to six months related experience or training; or equivalent combination of education and experience.
• Prior moving and storage experience is preferred but not required.
• Ability to keep confidentiality.
• 1-year customer service or administrative assistant/coordinator experience preferred.
• Minimum of 1-year experience with MS Excel preferred.
• Excellent verbal and written communication skills.
• Is self-motivated, reliable, and capable of working independently in the office, as the division manager travels frequently and is in the field managing or supporting projects.
• Must like working in a team environment and partnering with others, as well as the ability to work alone for extended periods of time.
• Ability to work well in time-sensitive situations where customer satisfaction is the goal.
• Proven ability to multi-task, apply attention to detail, role-related accuracy, and task follow-through in a fast-paced environment.
• Must be able to read and write the English language with proficiency sufficient to communicate with co-workers, clients, and visitors. Understand and adhere to verbal and written company policies.
• Ability to handle changing priorities and competing deadlines.
• Positive, proactive, and professional demeanor.
• Excellent customer service skills.
• Ability to read and interpret documents such as operating and procedure manuals. Ability to write routine reports and correspondence.
• The ability to prioritize and complete multiple tasks in a timely manner.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

Please view Equal Employment Opportunity Posters provided by OFCCP Here.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Equal employment opportunity, including veterans and individuals with disabilities.

PI267066453

Apply Now