Admin Assistant/Dispatcher

About the position

The Administrative Assistant/Dispatch position is responsible for administrative duties in an office setting. Duties could include a wide variety of receptionist and customer service functions, employee relations and HR administrative tasks, office management and potential employee dispatch functions. This position works closely with members of Corporate Office, Branch Management, and clients/customers and requires attention to detail and accuracy of reporting in a fast-paced environment.

Responsibilities

• Prepare Sales Quotes for customers
• Review/Calculate Driver’s daily activity sheets and other required paperwork
• Report hours for Certified Payroll and resolve violations
• Coordinate deliveries/pickups with Operations Manager
• Order safety supplies and MOT supplies as needed
• Answer Phones and provide information about Maintenance of Traffic Services
• Relay orders to in-house Operations Manager
• Process Customer requests for service or equipment, address customer complaints and questions
• Prepare daily work and run schedules
• Update customer accounts
• Receive, prepare, track and file work orders and tickets, schedule and dispatch workers, work crews, equipment, or service vehicles to appropriate locations
• Data Entry duties – Filing and scanning as needed
• Dispatch – Take, coordinate and dispatch orders from customers, prepare tickets, and relay orders to Managers
• Billing - Confirm customer orders through the billing system, review monthly invoice register(s) for billing purposes making corrections as needed
• Employee Assistance: Prepare for employee safety meetings, open enrollments, EEO meeting etc.

Requirements

• 2 years of Administrative Experience within a construction/manufacturing/industrial/dispatch field environment
• 2 years of experience with timesheets, certified payrolls, general human resources
• Strong communication and problem-solving skills
• Ability to develop & maintain positive relations with internal management & external customers
• Ability to meet multiple deadlines, multi-task and prioritize in a fast-paced environment
• Highly organized and extreme attention to detail
• Strong computer and data entry skills and experience with Microsoft Office
• Customer Service Attitude
• Ability to work well both independently and in a team environment
• High School Diploma (or equivalent)

Benefits

• Competitive pay and growth
• Full comprehensive benefits package including medical, dental, and vision insurance
• Vacation and PTO (paid time off)
• 401(k) plan + Company match
• Overtime