Administrative Assistant - Inspections

Job Description

We are looking for an experienced Administrative Assistant to join our client's team in Hilliard, Ohio, on a Contract-to-Permanent basis. In this role, you will provide essential support to the inspection and service departments, ensuring accurate record-keeping, efficient communication, and smooth daily operations. This position offers an excellent opportunity to work in a dynamic environment where attention to detail and organizational skills are highly valued.

Responsibilities:

• Manage accounts receivable, including monitoring overdue accounts and ensuring timely follow-up.

• Maintain and update inspection records in the Falcon system, including opening tickets, creating new site entries, and preparing monthly work orders.

• Handle incoming service and inspection calls, routing them appropriately to inspectors.

• Order necessary materials and equipment for inspection teams.

• Oversee billing and accrual processes for inspections, ensuring accuracy and timeliness.

• Process payroll for inspectors by gathering and submitting timesheet information and verifying payroll reports.

• Coordinate the distribution of inspections and service tasks to subcontractors as needed.

• Assist the Service Manager with manpower scheduling for inspectors and trainees.

• Attend bi-weekly inspection meetings, documenting key points and action items.

• Manage daily updates to the Google calendar for inspectors and trainees, ensuring schedules are up-to-date.• High school diploma or equivalent is required.

• A minimum of 3 years of administrative experience is essential.

• Familiarity with the construction industry is preferred but not required.

• Proficiency in Microsoft Office tools, particularly Excel, Word, and PowerPoint, is necessary.

• Excellent organizational skills and the ability to manage multiple priorities in a fast-paced environment are required.

• Strong verbal and written communication skills are essential.

• Ability to work both independently and collaboratively within a team setting.

• Demonstrated professionalism, integrity, and a commitment to company values are required.