Administrative Assistant - Technology Division - Hoar Construction
Birmingham, AL
About the Job
The Administrative Assistant is responsible for handling administrative duties for the Technology Division
Responsibilities:
+ Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately, answer and direct phone calls or take messages for appropriate parties.
+ Perform general administrative duties such as preparing plans and specifications for pickup/shipment, filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, sorting and distributing correspondence, manage service agreements and maintenance contracts.
+ Create IT Billing for all jobs and divisions monthly. This includes telecom and all equipment rental invoices and billing for external customers.
+ Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
+ Approve and code all IT related invoices within the Imaging system, monitor payments to vendors.
+ Place orders with preferred vendors after proper approval has been received.
+ Work with the IT division head on monthly cash flow and budgeting across divisions.
+ Maintain the IT inventory database. This will include the add/removing/assigning of all equipment during the acquisition/transferring/retirement process. Schedule/organize bi-annual disposals
+ Reconcile credit card receipts.
+ Maintain time and attendance records for IT Division
+ Maintain software licensing records and contract files
Requirements:
+ High School Diploma, GED or equivalent
+ 1-2 years of experience providing administrative support preferably in the IT or A/E/C industry
+ Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
+ Proficient in MS Office
+ General basic knowledge of and ability to learn new software and other related programs and systems.
Hoar Holdings is an EOE - Race/Color/Sex/Religion/National Origin/Sexual Orientation/Gender Identity/Vets/Disabilities
#AlwaysInProcess
Responsibilities:
+ Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately, answer and direct phone calls or take messages for appropriate parties.
+ Perform general administrative duties such as preparing plans and specifications for pickup/shipment, filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, sorting and distributing correspondence, manage service agreements and maintenance contracts.
+ Create IT Billing for all jobs and divisions monthly. This includes telecom and all equipment rental invoices and billing for external customers.
+ Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
+ Approve and code all IT related invoices within the Imaging system, monitor payments to vendors.
+ Place orders with preferred vendors after proper approval has been received.
+ Work with the IT division head on monthly cash flow and budgeting across divisions.
+ Maintain the IT inventory database. This will include the add/removing/assigning of all equipment during the acquisition/transferring/retirement process. Schedule/organize bi-annual disposals
+ Reconcile credit card receipts.
+ Maintain time and attendance records for IT Division
+ Maintain software licensing records and contract files
Requirements:
+ High School Diploma, GED or equivalent
+ 1-2 years of experience providing administrative support preferably in the IT or A/E/C industry
+ Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
+ Proficient in MS Office
+ General basic knowledge of and ability to learn new software and other related programs and systems.
Hoar Holdings is an EOE - Race/Color/Sex/Religion/National Origin/Sexual Orientation/Gender Identity/Vets/Disabilities
#AlwaysInProcess
Source : Hoar Construction
