Job Description

We are looking for a highly detailed and organized Administrative Assistant. This position will perform administrative functions to support sales, service and corporate staff. In addition to administrative functions, this position will process change orders, perform project management functions, maintain reports, assist in accounts payable and accounts receivable as well as others as assigned.

Our ideal candidate has an extremely high mechanical aptitude, strong organizational skills and can manage multiple projects at a time. Prior experience in related fields is a plus.

Responsibilities

• Learn the products and services offered, including industry-specific sales terms in a highly detailed manner.
• Administer and supervise contract monitoring, contract administration, and compliance
• Develop and prepare regular reports on the status of projects
• Resolve discrepancies and confer with manufacturers and other stakeholders concerning project issues and specification compliance
• Utilize MS Office products, CRM and ERP system at a moderate to high level of skill
• Conduct special projects or other duties as assigned
• Plan meetings and take detailed minutes
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Perform various accounts receivable and accounts payable functions.
• Prepare DMV/Title Paperwork

Requirements

• Technical writing principles
• Project management skills
• Clean driving record
• Comfortable dealing with numbers and the processing of financial information
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, such as printers, scanners, etc.
• Proficiency in MS Office
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Principles and procedures of contract administration
• Discretion and confidentiality
• Excellent written and verbal communication skills
• Outstanding organizational skills with the ability to multi-task
• Prior experience with fire apparatus, ambulances or specialty vehicles is a plus
• Work independently on multiple projects with tight timelines
• Strong communication and interpersonal skills
• Self-motivated and driven