Administrative Assistant

Job Description

Job Description

Salary: $55,000-$65,000 DOE

The Administrative Assistant supports the company by providing information, coordination, and resources that enable efficient and effective branch operations. Under the direction of the Assistant Controller/Controller, this role delivers high-level accounting and administrative support, including project administration, office coordination, and serving as a key resource for branch and corporate teams.

Key Responsibilities

Reception & Office Support

• Greet visitors and manage incoming calls, directing them to appropriate personnel.
• Act as a liaison between branch locations and corporate departments to ensure clear communication.
• Manage incoming and outgoing mail, including USPS, FedEx, and UPS, in accordance with company procedures.

Accounting

• Review credit card transactions, collect supporting receipts, and apply appropriate GBL coding for management review.

• Assist with expense reporting by gathering receipts and preparing reimbursement submissions for approval.
• Partner with the Controller to address accounting issues and support branch financial operations.
• Assist with cash receipts and other accounting-related administrative tasks.

Office Administration & Event Coordination

• Coordinate office operations, including ordering supplies and maintaining office equipment.
• Support event planning logistics such as scheduling, ordering materials, and coordinating food and venue details.
• Ensure smooth day-to-day office functionality and respond to staff requests.

Document & Database Management

• Maintain accurate and organized records in shared drives and accounting systems (e.g., Spectrum).
• Ensure timely and accurate document uploads and data entry.
• Continuously evaluate and improve administrative and record-keeping processes.

Qualifications

• Experience in accounting and administrative support roles.
• Strong organizational, communication, and multitasking skills.
• High attention to detail with strong problem-solving abilities.
• Ability to collaborate across departments in a fast-paced environment.
• Proficiency in Microsoft Office and general office systems.
• Discretion in handling confidential information.

Preferred Skills

• Experience in construction or project-based environments.
• Familiarity with Spectrum or similar accounting software.

Work Environment

This position operates in a professional office environment using standard office equipment, including computers, phones, and copiers.

Schedule:

• Monday to Friday

Work Location:

• In person

Compensation:

$55,000-$65,000 DOE

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Equal Employment Opportunity

HATZEL & BUEHLER provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HATZEL & BUEHLER complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. HATZEL & BUEHLER expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of HATZEL & BUEHLERs employees to perform their job duties may result in discipline up to and including discharge.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.