VSC Fire & Security, Inc.
  • 18-Dec-2019 to 28-Feb-2020 (EST)
  • Virginia Beach
  • Virginia Beach, VA, USA
  • Full Time

JOB TITLE: Administrative Assistant II
CLASSIFICATION: Non-Exempt Technical and Administrative Staff
REPORTS TO: Office Manager and/or General Manager


This job description outlines representative job duties associated with the position, but is not intended to be a complete or exclusive
description of all possible assignments and tasks the individual employee may encounter in the course of work. To meet the needs of
the workplace, an employee may be required to perform other duties as assigned.


POSITION DESCRIPTION:

Responsible for a wide variety of administrative and accounting tasks for managers and department staff. Depending on scope of
duties, may provide support to several areas or be assigned to a specific department. Duties may include responding to telephone
inquiries, project and contract processing, accounts payable, billing, accounts receivable and collections. May also handle weekly
timecard data for payroll processing, as well a purchasing and receiving procedures. Supports division or department sales activities.
Strong emphasis on providing quotes for inspection deficiencies and service work requests as needed.


ESSENTIAL SKILLS AND KNOWLEDGE:

Ability to work with accuracy and judgment in responding to a wide variety of tasks.
Experience with customer service should include professional telephone skills, ability to handle customer issues, and strong problem
solving skills. Experience with bookkeeping procedures, including accounts payable and accounts receivable essential. Strong PC
skills (Microsoft Office) essential with accurate keyboarding skills; aptitude to learn VSC accounting and estimating software
packages; ability to work with multiple tasks and customer issues and collections. Fire protection industry experience essential.


MAJOR JOB FUNCTIONS


I. PROJECT and ACCOUNTING RESPONSIBILITIES
A. Establishes and maintains Project file for each contract, using StarBuilder software.
B. Reviews contracts for accuracy and completion of required information.
B. Produces progress billing for works in progress.
C. Posts payments received and reviews accounts receivable for overdue payments.
D. Contacts customer to insure receivable accounts are paid in a timely manner.
E. Establishes and maintains systematic collection procedures for delinquent accounts.
F. Processes P.O.s and maintains database for accurate receipt of materials.
G. Approves invoices for payment (in coordination with corporate Accounts Payable staff.)


II CLIENT CONTACT


A. Maintains positive customer service interaction in all contact with clients.
B. Uses strong telephone solicitation techniques, including written "telephone scripts" for communicating with clients.
D. Uses standard business letter models for all written correspondence.
E. Maintains accurate and updated record of all telephone conversations, correspondence, rebilling, and other
communication.


III. SUPPORT FOR MANAGER


A. Provides support to Managers and Field Supervisors as needed. Produces proposals and reports as needed.
B. Maintains positive customer service interaction in all contact with clients, and provides helpful and problem-solving
approach to difficult situations.
C. Responds to requests from corporate accounting, human resources, or senior management as directed by Manager.


IV. EMPLOYEE SERVICES


A. May prepare and present new employee paperwork, including benefit enrollment and handle employee enrollment
changes as requested.
B. May handle routine questions regarding paychecks, benefits, other employee issues, or refers employee to Office Manager,
Superintendent, or Human Resources.
C. May coordinate pre-employment and incident related drug screens.
D. Maintains all information as confidential to the company and/or the individual employee.
E. May acquire immediate information for all work-related incidents. May prepare and report information for First Report of
Injury to insurance carrier, Safety Director and Director of Human Resources.


JOB REQUIREMENTS:


Individual works in non-smoking office environment utilizing standard office equipment. Position requires visual acuity for PC and
record keeping activities; auditory acuity for heavy telephone use. Occasional light to moderate lifting and moving (20-40 pounds)
for supplies and material. May include intermittent activities in warehouse storage area. May be trained to use forklift to move
supplies and equipment safely in warehouse area.

To watch a brief video related to the many career opportunities with VSC Fire & Security and to hear from some of our current employees, please click here.

VSC Fire & Security, Inc. is a drug free workplace. We are an Equal Opportunity Employer.

 We look forward to hearing from you!

   www.vscfs.com

VSC Fire & Security, Inc.
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