Administrative Assistant/Accounting Clerk

Job Description

Role and Responsibilities:

The Administrative Assistant/Accounting Clerk is a pivotal team member in our fabrication business, responsible for delivering comprehensive administrative and accounting resources support. This multifaceted role encompasses tasks ranging from front-line receptionist duties to ensuring accounting compliance and overseeing general office management.

Essential Functions:

• Administrative Assistant: Serve as the front-line representative of the business, welcoming and assisting visitors, employees, and handling walk-in inquiries with professionalism and courtesy.

• Employee Files and Timecards: Maintain accurate and organized employee files, including personal and professional documentation, as well as timecards to track attendance and working hours. Assist with onboarding of new hires. Liaison between employees and management.

• Business Cards and Contracts: Ensure that management's business cards are kept up-to-date and oversee the organization and management of contracts relevant to the business.

• Notary Services: Act as a notary for the business, providing notarization services for legal documents when required.

• General Administrative Duties: Perform a variety of general administrative tasks, including but not limited to contacting and coordinating with external contractors and service providers, such as plumbers and contractors, as well as managing work orders for the business.

• Office Supplies: Responsible for ordering and maintaining office supplies, ensuring the smooth operation of the office and the availability of necessary resources.

• Form Creation: Create and manage special forms designed to assist in record-keeping and documentation related to office and employee activities.

• Policy Maintenance: Maintain and update the company's policies and procedures. Conduct special training sessions for staff to ensure understanding and compliance with these policies.

• Translation Services: Provide translation services when needed, facilitating effective communication between employees or clients.

• Building Codes and Security: Keep records of building codes, security systems, locks, alarms, ADT services, and special heavy equipment, ensuring compliance with regulations.

• Federal/State Forms: Maintain and organize various federal and state forms, including W-9 forms and other documentation required for compliance and reporting purposes.

• Hiring Process: Manage files for potential hires, including interview records, application documents, and driver's license information.

• Drug and Alcohol Testing: Keep up-to-date contracts with drug and alcohol testing companies for employee testing. Maintain information on where employees can access testing services and manage related records.

• Incident Reports: Maintain records of employee incident reports, essential for both internal purposes and insurance claims.

• Business Contracts and Providers: Manage contracts with various service providers and vendors who support the business's operations.

• Accounting Clerk: Responsible for backing up accounting clerks with backlog or during their absences.

• Marketing: Responsible for putting together and creating marketing brochures.

• Additional Duties: Performs other duties as assigned by immediate supervisor.

Certification/Skills:

• Proficiency in Microsoft Office software and systems is required.

• Excel formula and database knowledge required

Minimum Education:

• Associate degree in accounting required

Requirements:

• 3-5 years prior experience in administrative and accounting related roles.

• Excellent communication skills, both written and verbal.

• Attention to detail and organizational skills and time management are crucial.

• Ability to handle multiple tasks and prioritize effectively.

• Ability to work under pressure and independently with tight deadlines.

• Knowledge of HR practices, policies, and compliance regulations is beneficial.

• Proven ability to handle confidential information with discretion.

• Assist in payroll & onboarding of new hires in Payroll & Timeclock platforms.

• Anticipate managements’ needs

Qualifications:

• 3+ years of work experience in the accounting/finance industry required.

• 5+ years of work experience as a receptionist/administrative assistant required

• Strong understanding of accounting principles and practices

• Proficiency in using accounting software systems such as QuickBooks

• Proficiency with Microsoft Office products (Word, Excel, PowerPoint).

• Proficiency with advanced Excel formulas and models is a must

• Ability to communicate effectively with couriers, suppliers, and clients.

• Ability to handle multiple priorities simultaneously.

• Ability to prioritize and organize your own work.

• Ability to work independently as well as a member of a team.

• Ability to anticipate the needs of management/owners

• Effective oral and written communication skills.

• Discretion in handling confidential materials a must.

• Ability to grasp tasks/concepts quickly and eventually work with minimal supervision.

• Ability to establish and maintain professional atmosphere for team members, clients & customers, and vendors.

• Strong interpersonal and communication skills to effectively interact with team members, executives, and external partners.

• Ability to work independently in a multi-faceted, fast, fluid, and deadline-driven environment.

• A positive attitude and strong work ethic are a must.

• Ability to work as business needs require which may include long days, evenings, and weekends (rarely).

• Will average 40 hours per week.

• Must have U.S. work authorization.Company Description

Triofab Inc. is a welding and fabrication company located in Southeast Houston near Hobby airport.