POSITION SUMMARY:

With average supervision, this job will provide administrative support to Branch Manager.

The essential functions of the position include, but are not limited to the following:

• Answer telephones and direct calls to appropriate person/department.
• Dispatch service technicians to service calls and maintain neat and orderly log of service calls.
• File, photocopy, fax, scan and download documents.
• Preparation of letters and memos as directed.
• Prepare monthly service invoicing and documents.
• Support “Total Service” data entry.
• Maintain neat and orderly records, office supply cabinets, vendor catalog shelves and office area.
• Prepare correspondence, emails, spread sheets and various reports.
• Mail/Package receipt, distribution, and delivery (via USPS, Fed-Ex, Inter-office Transmittal, etc.).
• Prepare Vendor Invoices for transmittal to ACO (Reconcile Packing Slips, Purchase Orders, Invoices).
• Order service repairs for machines (printers, copiers etc.) and other office related services (telephone, data, etc.); order company and general office supplies.
• Various A/P & A/R data entry using various Microsoft Office programs and Total Service including:
  • Customer/Account set-up and edit (A/R)
  • Customer billing as directed (monthly, weekly)
  • Creating Purchase Orders as required
  • Input time tickets (weekly)
  • Trouble call/report dispatching.
• Track contract status in Excel spreadsheet (maintain log).
• Analyze contract documents and distribute to various departments accordingly.
• Request Certificates of Insurance as required and maintain live and electronic copies.
• Respond to general inquiries regarding contract status.
• Various duties such as: Engineering Project Binders, FEDEX packaging and envelopes processing, Contracts Processing, Payment & Performance Bond requests, Sales Pre-qualification processing, Sales Bid List, Paycheck distribution, weekly Data Entry of TS Post item to job, inventory item cost allocation, on occasion, IDS and DWG releasing (copy and distribution), folding and sending out Maintenance monthly invoices and Records Retention Dept. Log & Labeling.
• Perform other duties as assigned

EDUCATION AND EXPERIENCE:

• Associate degree preferred.
• 1-3 years’ experience in an office environment; construction industry preferred.
• Working knowledge of Microsoft Office programs; ability to learn others such as Total Service.
• Highly organized with excellent communication skills (written and verbal); must be comfortable implementing compliance with all company policies regarding A/P, A/R and Payroll.
• Positive attitude and willingness to be a team player.

The pay range for this position at commencement of employment is expected to be between $15.39/hr and $21.16/hour; however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements, including commissions based on achieving individual performance and/or sales metrics, incentive compensation and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these additional compensation and benefit plans will be provided if an employee receives an offer of employment.

If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

We are an equal employment opportunity employer. All employment decisions are made without regard to race, color, religion, sex, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, sexual orientation, gender identity, gender expression, domestic partnership, physical disability, mental disability, medical condition, genetic characteristic or information, military or veteran status or other legally protected status (except when one of these criteria is a legally permissible bona- fide occupational qualification).

The Company 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 Company, or (c) consistent with the Company’s legal duty to furnish information.

To view the EEO is The Law Poster and the supplement, please visit www.dol.gov/sites/dolgov/files/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

To view the Notice to Job Applicants and Employees regarding San Francisco's Fair Chance Ordinance and the Know Your Rights poster please visit www.sfgov.org/olse/sites/default/files/FCO%20poster2020_0.pdf

Applicants with a disability who need assistance with the application process may contact Human Resources by email at employment@meus.mea.com or by calling 714.229.3813.