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Job details
Company: VSSI, LLC
Job Title: Executive Assistant
Job Category: Administrative/Office/Clerical
Job Reference: 02-183301
Job description:  
Regional Office Administrative (Plano, TX )
Shift: 8am-5pm
Rate: $18-$20 DOE

Position Summary:
Essential Job Duties and Responsibilities:
The Regional Office Administrative Specialist performs multiple tasks and supporting many accounting, human resources and general office operations to help ensure that all areas are working efficiently. Primary responsibility is the efficient operation of the Regional office site by supporting the coordination of accounts payable and receivable, administrative and office functions. This position performs complex accounting clerk functions in Accounts Receivable and/or Accounts Payable
Work collectively with Accounts Receivable (AR):
Maintain accounts receivable customer files and records
Prepare and maintain customer order spreadsheets for tracking and customer specified requirements
Maintains accurate data entry within accounting systems for job cost tracking, coding and meeting customer invoicing requirements. Including but not limited to tracking of Purchase Orders for specific jobs, inter-company use of equipment and labor, and MEI equipment or rental as it relates to customer orders
Responsible for accuracy of the invoice for final charges, payment terms, and sales tax charges
Process customer credit memos per process and obtaining necessary approvals
Proper processing and delivery of customer invoices including retention of customer job file and invoice per process
Assist with month end closing responsibilities and comply with deadlines
Review AR aging to ensure compliance and initiate collection efforts weekly
Investigate and resolve customer queries
Handling of cash receipts per policy including Merchant processing of AR credit cards
Collecting new customer information such as credit applications, W-9 and submitting to Corporate AR for determination of credit terms and entry
Possesses understanding of taxable transactions or exemptions at site states and service locations
Work collectively with Accounts Payables (AP):
proper and timely processing of vendor invoices and submittal to AP for remittance
Obtaining proper information required for new vendor set up and MEI credit approval with new vendors including understanding of insurance and 1099 MISC compliance and requirements.
Performing reconciliation and retention of employee credit card transactions and documentation per processes
Responsible for entering data into accounting system, tracking, and submittal of information for receipts of purchases materials and services

Communicate and follow up with vendors on discrepancies
Assist Accounting by providing documentation for monthly financial audits

Support Regional Office Management Purchasing:
Creating purchase requisitions at the request of Regional Office Management for job related materials and services
Code vendor Purchase Orders with appropriate GL account/location Obtain vendor quotes, qualify & select vendor, create the Purchase Order and perform confirmation after delivery of PO ensuring minimum vendor qualifications are meet, i.e. Certificates of Insurance.
Match invoices to the receipt register and verify that the attached packing slip and PO also match
Track and manage to completion open Purchase Orders
Comply with Purchasing Policies, Processes and Procedures
As needed, work collectively with HR & Payroll to:
Coordinate the flow of information required to onboard and pay employees effectively and efficiently
May assist Operation Management in administering employees worked hours, request for time off, expenses reimbursements (if any) prior to submission to payroll every pay cycle (bi-weekly pays).
Assist with and/or facilitate the on-boarding and off-boarding process of new/separating employees with Corporate HR and site/Regional Office Management including disbursing and collecting of company property (i.e., cell phones, company credit cards, & equipment)
Provide assistance and support to all Regional Office employees with general, benefit or payroll questions by utilizing HR and or Payroll resources.
Maintain and secure Regional office personnel files and records
Work collectively with HR for Regional Office recruitment, screening and hiring processes and practices as needed
Primary Regional Office point person for Information systems such as Employee Self-service and Time & Attendance tracking systems and operation
Assist Safety Manager in maintaining accurate reporting requirements and logs for Regional injury incident records, equipment damage reporting, near miss incidents, etc.
Provide general office administrative support by:
Perform various receiving and shipping functions, both as part of receiving entry into accounting system and a shipping and receiving physical, hands on basis
Provide primary front office reception, including receiving and transferring incoming calls and greeting and directing visitors
Assist Regional Office Management with other administrative tasks as needed, such as order and maintenance of office, janitorial, and kitchen supplies utilizing company purchasing processes.

Handling and processing of incoming and outgoing mail
General clerical duties including copy, scan, filing of vendor and customer records
Other tasks as assigned

Minimum Qualifications (Experience, Skills, and Education)
High school diploma (or G.E.D), college coursework in business, accounting or mathematics or combination of experience and education preferred
Minimum of 3 years of recent successful office and administrative experience to include accounting software and or QuickBooks in a fast paced, construction office or related industry environment
Excellent communication skills with experience having business and customer interactions preferred
Excellent analytical and decision making skills
Ability to maintain a high level of accuracy in preparing and entering information
Strong computer skills with proficient use of Microsoft Office Suite to include Word, Excel, Outlook and PowerPoint
Advanced Excel and data entry skills
Experience handling complex customer invoicing, and job tracking collection requirements and systems
Effectively able to maintain discretion and confidentiality of employee and customer information as appropriate
Strong organizational, detail oriented and multi-tasking skills
Demonstrated ability to work under deadlines and time frames effectively with a positive and professional attitude

Physical Requirements & Working Conditions:
Standard office environment including work at a computer terminal. Work involves extended periods of sitting, occasional walking and lifting up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description is intended to summarize the type and level of work performed by the incumbent and is not an exhaustive list of duties, responsibilities and requirements.

Here's The Fastest Way To Get Hired:
To apply in person go to 1144 Plano Road, Suite 111, Richardson, TX 75081
Applications are accepted 7:30am to 3pm Monday through Friday.
For questions contact 972-231-1039, Monday through Friday between the hours of 7:30am and 4:30pm.
Must bring an updated resume.

Here’s How to Apply Online:
Create new account.

Visit us at www.vssillc.com
Please "LIKE" VSSI STAFFING SERVICES on Facebook and Instagram:

VSSI is an Equal Opportunity Employer that uses the Homeland Security E-Verify program. VSSI conducts Drug Screens and National Criminal Backgrounds on all new hires.

Apply in-person with VSSI Staffing Services and enter VSSI's Weekly Applicant Raffle to win $100. It's that simple. Apply with VSSI and you'll automatically have a chance to win $100. Not only will have a chance of winning $100 with no strings attached, VSSI will work hard to find you a long term, temp to hire job. Come see us at one of these 3 locations:

N. Dallas: 4100 Alpha Rd., #200 Dallas, TX 75244
Arlington: 1201 N. Watson Rd., #145 Arlington, TX 76006
Richardson: 1144 N. Plano Rd., #111 Richardson, TX 75081
Admin, Clerical, Data Entry, AP/AR
Employment type:
  • Full Time
Salary Range: 18.00-20.00 USD hourly
Other Information
Degree: Unspecified
Experience (year): 2
Job Location: PLANO - Texas - USA
Zipcode: 75074
Post Date: 03/13/2018
Contact Information
Company: VSSI, LLC
Contact Name: VSSI, LLC
Contact E-mail: Send E-Mail Now
Contact Phone: You must first register to view this information.
Contact Fax: You must first register to view this information.
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