USA - Executive Assistant - Epsilon Industries : Job Details

Epsilon is a leader in the Off-Site Construction (OSC) industry, delivering mechanical/electrical-centric systems in a modular, prefabricated form, optimized for a streamlined on-site completion by us or others.DUTIES & RESPONSIBILITIES:Reception/Admin:* Manage incoming phone calls & messages and direct them to the appropriate personnel* Monitor emails and respond as required/ necessary* Manage incoming and outgoing courier packages coming and going from reception.* Drop off courier packages to local outlet if necessary* Instruct deliveries that should go to Shipping where to go* Ensure writing instruments, brochures, business cards and Sign in sheet are available on desk shelf* Ensure housekeeping is maintained in the reception area, boardroom, kitchen and guest bathroom* Accept resumes for management.* Provide contact info to people seeking cold call meetings to make appointments.* Manage visitor sign in log and guest wireless access* Make lodging arrangements and dinner reservations for guests coming to Tuscaloosa when required* Determine if in-house meal arrangements are required for visiting guests. Try to obtain/anticipate dietary restrictions.* Accept food delivery and set up in the lunch room* Greet visitors, potential clients, and outside sales people who have schedule appt.* Indicate restroom and lunchroom locations and see if refreshments are needed , seat in the Boardroom* Notify appropriate people of their arrival* Anticipate if/when admin services are required, e.g. provide directions, recommendations, making copies of documentation, if meeting is delayed, occupy with small talk if necessary. etc.* Arrange for travel and accommodations for staff going to work sites or participating in training programs* Make necessary purchases on corporate credit card when needed and upon approval* Purchase and maintain adequate stock for necessary supplies for office, washroom, Kitchen (coffee), health & safety, and first aid for both locations* Purchase and make arrangements for necessary office equipment* Organizing company functions* Determine function date and possible activities* Find and book approved venue, arrange for catering if required.* Be aware of and anticipate any small details that could be over looked during initial concept/ planning* Make necessary arrangements working through details with venue and caterer* Post event and gather and confirm attendance* Be at function early to set up or make final arrangements before others arrive.* Keep Printer address book and Master Contact list updated and current* Create and post company memo's as required where they will be easily viewed* Be available and able to administer any last minute administrative functions/ duties that may be required in cases of emergencies or unforeseen circumstances* Ensure that necessary files are up to date* Find ways to make things run more efficientlyFinance Functions:* Enter new vendor information into ERP* Work with new vendors, creating credit accounts or establishing them as paid by Credit Card if needed* Track and record Petty Cash spendingManage accounts payable functionInvoicing- Weekly*

Collect all mailed and emailed invoices, sorting alphabetically, into the following categories:* 30-Day invoices* Admin Invoices (formerly Direct to Sage, these do not have families in ERP for allocations and are entered by acct. at this point but will likely be changing soon)* Discount Invoices* Express Pay Invoices* Paid by Credit Card invoices (Choudhry's) (If job related, enter into ERP. Admin currently entered by Acct.)* Scan all invoices to entry approval* Enter invoices into ERP* If items invoiced do not match those received by shipping, or have not been received, determine the reason.* If charges on the invoices differ from that of the PO, investigate what, why, and correct the issue. This may require determining who requested/received the quote and created the PO. Schedule time with the PO issuer to address the discrepancies. Determine appropriate corrective action, resolve and enter* Job/ Client related invoices w/out PO's submitted/tagged on invoice* Must determine if a PO has been created or a request PO to be created is needed.* If PO created for Service contracting, receiving PO is required before invoice entry.* OH Invoice w/out PO Created* Depending on the item invoiced, amount and or allocation of the charge, a 'Direct Invoice Entry' may not be possible. A PO may need to be created and received before invoice entry can be completed.* Rescan all entered invoices into independent aforementioned groupings, save to the vault, and email to acct.* Note: any special instruction in body of email must be highlighted* Resend previously sent invoices to accounting as needed.* Check monthly vendor Statements for missed invoice entries and invoices that are overdue by 30 days or more* Determine why missed entry has not been entered* Request invoices copies for any invoices that have not yet been receivedExpense reimbursement - to be done bi-weekly, Wednesday, pay week* Prepare expense reimbursement documentation for authorized individuals and submit to Chris W for approval* courier documents with receipts to accounting - note on customer copy of courier form who's exp. is being couriered for future reference* Prepare employee expense reimbursements :* Misc. reimbursements: Create WP Doc from template/scan saved doc and receipt(s) to for approval/ submit to Acct* Job related reimbursements: Create WP documentation/scan docs w/receipts to for approval/ request PO/ enter into ERP/ submit to acct.EDUCATION, SKILLS & EXPERIENCE:* 6+ years of office administration experience is preferred* Working knowledge of ERP, spreadsheets, and word processing applications* Good interpersonal, oral and written communication skills* Demonstrated self-starter, positive attitude, self-initiative and willingness to roll up one's sleeves* Excellent time management skills with the ability to multi-task* Must be able to effectively and professionally interact with both internal and external clients* Must be extremely detail oriented, accurate and efficient* Sense of ownership and willingness to get the job done* Demonstrates a high level of trust, integrity and diplomacy.* Comfortable working in a manufacturing environment* Employ a friendly, outgoing, respectful personality* Ability to work efficiently both independently and in an team structure within a demanding environmentPHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.* Perform work sitting and using computers for 6-10 hours per day* Job requires full joint mobility in hands & wrists* Employee may occasionally be exposed to moderate noise levels and odors when out in the plant environment* The employee may occasionally have to do some light lifting or movement of purchased goods* Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.Epsilon is an equal opportunity employer. We are committed to a workplace of diversity and inclusion. Epsilon encourages applications from all candidates that represent the full range of communities across USA. All qualified applicants will be considered for employment without discrimination on the basis of race, colour, age, religion, sexual orientation, gender identity, disability, national or ethnic origin or any other factors prohibited by law. Accommodations are available upon request, for all aspects of the recruiting process and thereafter.Other details* Pay Type SalaryApply Now* 1401 Industrial Park Dr, Tuscaloosa, AL 35401, USA