Job Description

We are seeking a detail-oriented and organized Grading Administrative Assistant to support the administrative and operational functions of our Grading Division This role assists with project tracking, documentation, reporting, billing support, and general office administration.

Key Duties & Responsibilities:

• Maintain and update operational logs and tracking spreadsheets using Microsoft Excel.
• Prepare and generate proposals for additional work requests and monitor submission status and follow-up activities.
• Track Additional Work Authorization (AWA) numbers, approval dates, purchase order receipt dates, and billing status to ensure accurate project documentation.
• Assist with the preparation, review, and submission of billing documentation to the Accounts Receivable Department.
• Generate, print, and distribute monthly operations reports and other departmental reports as needed.
• Communicate with clients regarding outstanding purchase orders and assist in resolving documentation and billing-related issues.
• Support the processing and reconciliation of weekly credit card transactions for the Operations Department.
• Print, organize, and distribute project plans and related documents for field and operational staff.
• Prepare professional correspondence, reports, memoranda, and other business communications.
• Perform general administrative duties including filing, scanning, document management, record retention, and email correspondence.
• Maintain organized records while ensuring the accuracy, confidentiality, and integrity of company information.
• Provide administrative support to management and operations personnel as needed.

Skills & Qualifications:

• 2 yrs of experience within an administrative support role
• Bilingual Spanish preferred but not required
• Manufacturing, distribution, or construction industry experience is a plus but not required
• Proficient with Microsoft Office (Word, Excel, Outlook)

Salary, Perks & Benefits:

• Schedule: 7am - 3:30pm
• Medical, Dental, Vision, FSA
• 401(k), Life Insurance, EAP
• 9 paid holidays per year with paid vacation & sick leave
• 22-23/Hour (DOE)

Here at Gothic Landscape, we believe that your success is our success. The only thing missing is YOU. Apply Today!