Administrative Assistant
George L. Wilson & Co., the tri-state’s number one source for high quality construction equipment and supplies is currently looking for an Administrative Assistant, with the desire to be promoted within the company. We have been serving the construction industry in Western PA and West Virginia since 1969.
TITLE: Administrative Assistant
OVERVIEW:
Administrative Assistant will assist management in secretarial duties. We are looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal
candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.
DUTIES & RESPONSIBILITIES:
Enter purchase orders into a computer from sales tickets or schedules
Maintain filing system
Manage paperwork accordingly
Cross check received orders against purchase orders
Be able to reconcile invoices against purchase orders
Assisting with billing from our Corporate Accounting Dept
Any other duties assigned by Manager
Maintain timecard in ADP
Answering telephone & directing calls to the appropriate department
Generating reports for inventory, stock
Book hotel rooms for glass work employees overnight stays
Print off Glass works packing slips and distribute for receiving
Receive material into FACTS and matching Invoices preparing for Pittsburgh office for payment
Reviewing open orders, distribute reports to rebar, construction, glassworks, and doors
Collecting these reports back from the individuals and scanning them back up to Accounting Running reports on open Purchase Orders, doing research on why they are still open (giving a reason why)
Review Vendor Statements, have credits applied to open invoices, any outstanding invoices find out why and how to get them resolved.
Taking pictures of any damaged goods or in need of return, contacting vendors for RMA's or missing "goods" following these items throughout the return process and receiving the correct, new item, or credit for the item.
Update pricing on items as they change, create codes on vendor items as they are ordered, adjust as discrepancies are found in stock.
Place Purchase orders for Door Sales, PO's for Glass, lace warehouse orders for warehouse use.
Compare pricing between vendors, also taking into consideration timeframe and shipping costs to get material needed in a cost effective and timely manner.
Answer Glassworks’ Customers’ calls to help manage any ticket questions or accept payments from them while Sr. Glazier is out on jobs throughout the day. Assist Sr. Glazier with sending out or trying to get Glass Cliental credit applications to establish credit with us for future work.
Glass inventory, vendor list, and getting Glass B&O taxes caught up to date along Glass Contractors License to be able to work in the municipalities paid to date.
Supporting all Door and Glass Employees
Making sure all documentation that comes out of the Department is held to company standards and has the correct information it needs to help track and document all orders
Having the willingness to grow and develop in the role with the understanding the it may change when necessary to support the business
Help with inventory on a yearly basis
COMPETENCIES:
Experience in Microsoft Word and Excel
Exceptional organizational skill
Good time management
Previous experience of construction products helpful but not necessary
Professional demeanor
REPORTS TO: Door Manager
HOURS: F/T Monday – Friday 7:00 am – 4:00 pm OR P/T (hours to be determined)
This is a Monday - Friday shift from 7:00 am - 4 pm with lunch and breaks given accordingly. This is a 40 hour work week. It is located in our Bridgeport, WV office. If interested in hearing more, please contact Dayna Phillips at: dphillips@georgelwilson.com or 412.952.6881 to discuss position and interview process. EEOC