|
Company
Name
|
Tarpon
Energy Services
|
|
Industry
|
Energy
Sector
|
|
Job
Functional Area
|
Administrative
|
|
Job
Title
|
Administrative Assistant
|
|
Job
position
|
1
|
|
Job
Type
|
Full
Time/Permanent
|
|
Salary
Range
|
$35,000-40,000
|
|
Job
Location
|
Canonsburg, PA, USA
|
|
Minimum Education
|
High School Diploma required with relevant
post-secondary education preferred.
|
|
Minimum
Experience
|
3 to 5 years’ experience in an
administrative and/or accounting position. Specific experience in Accounts
Payable/Receivable a plus
|
|
Application
Deadline
|
June 30, 2014
|
Job
Description
Primarily responsible for a
variety of administrative, accounting and reception duties to provide support
to the Canonsburg, PA branch of Tarpon Energy Services LLC.
Essential
duties and responsibilities
·
Assume full responsibility
for assisting and directing all internal and external clients, while
maintaining the security of the building through proactive management of
employee and visitor traffic.
·
Ensure that the reception
area and all other common areas are professionally maintained and clean at all
times.
·
Work with the direct
supervisor to develop efficiently and processes for proactive office
management.
·
Coordinate internal and
external meetings and special events.
·
Perform administrative
duties and provide support as needed to the supervisor and co-workers.
·
Facilitate accurate
completion of all new hire paperwork and benefit enrollment.
·
Ensure strict
confidentiality and professionalism at all times.
·
Receive and distribute all
incoming correspondence, coordinate and distribute all outgoing correspondence.
·
Record vendor invoices into
the Accounts Payable system.
·
Maintain Accounts Payable
files for vendor invoices, statements, payments and communications.
·
Ensure accuracy of daily
work tickets completed and submitted by branch technicians.
·
Record work tickets in
accounting system to facilitate accurate customer invoicing.
·
Create customer invoices
from daily work tickets and distribute accordingly.
·
Maintain Accounts Receivable
files for customer invoices.
·
Proactively solicit
correctly completed and signed time sheets from branch employees for submission
to the Branch Manager for approval/signature and corporate payroll department
for processing.
·
Answer correspondence,
prepare reports and maintain records/files related to administrative and
accounting responsibilities.
·
Manage accounting
documentation requirements and maintain job cost folders.
·
Maintain Purchase Order log
and enter Purchase Orders into proprietary accounting program.
·
Respond to internal and
external accounting inquiries.
·
Prepare work-in-progress
(WIP) and month-end accrual reports.
·
Prepare job costing
functions, stock transfers and purchase orders.
·
Enter a variety of
accounting data into proprietary accounting program.
·
Prepare employee expense
reports utilizing proprietary expense report template.
·
Maintain manual and
electronic filing systems.
·
Develop and maintain
effective working relationships with corporate departments, vendors and all
Tarpon branch employees.
Tarpon reserves the right to
vary your duties and responsibilities at any time during the employment
relationship. Our positions are general in nature, and when necessary, you may
be asked to lend your talents, skills and abilities in areas that would not
normally be associated for the position in which you were originally hired.
Desired Skills
·
High School Diploma required
with relevant post-secondary education preferred.
·
3 to 5 years’ experience in
an administrative and/or accounting position. Specific experience in Accounts
Payable/Receivable a plus.
·
Ability to work on multiple
projects simultaneously, determine priorities as projects arise and ensure that
all projects get completed in a timely manner.
·
Some reception, switchboard
or customer services experience an asset.
·
Ability to build rapport and
work effectively with all internal and external customers.
·
Detail oriented,
self-sufficient and organized.
Special conditions of
employment
·
Must possess a valid US
Driver's License.
·
Must be willing to submit to
pre-employment, random, for-cause and post-accident drug testing, as well as
any other drug testing required by our clients and statutory regulations.
General requirements
·
Possess high degree of
initiative, creativity, communication skills, self-supervision, and respect for
safety requirements.
·
Must be a team player &
work closely with maintenance, production, engineering, and outside services.
·
Excellent verbal and written
communications skills.
·
Strong knowledge in MS
Office, particularly Word, Outlook and Excel.
·
A team oriented work
approach with the ability to work independently.
·
Excellent self-motivation
and organizational skills with the ability to work with remote management.
·
Excellent analytical and
problem solving skills.
·
Ability to prioritize and
manage a demanding workload.
