Overview
Administrative Assistant Jobs in San Rafael, CA at Helmut’s Marine Service, Inc.
Title: Administrative Assistant
Company: Helmut’s Marine Service, Inc.
Location: San Rafael, CA
Full job description
About Our Company:
Established in 1988, Helmut’s Marine Service is an Authorized Volvo Penta Power Center for CA, HI, AZ, NM, NV, UT, and Guam. We strive to provide the highest level of service and factory support to Volvo Penta leisure and commercial customers. Our family owned and operated company offers secure, non-seasonal work. We invest in our employees and offer on-the-job training. Individual advancement is based on job performance efficiency and training qualifications often promoting from within.
Job Summary:
The administrative assistant provides essential support for all departments within the company. This role involves accurate data entry, document organization, phone handling, and assistance with various office management tasks. The position also includes running company errands and maintaining organized inventory of supplies. The ideal candidate should possess strong organizational skills, attention to detail, proficiency in communication, and an advanced skill set in Microsoft Excel and Word.
Essential Functions:
Accurately enter parts orders daily, ensuring payment for drop ship orders prior to ordering parts and adhering to Volvo deadlines for orders.
Reconcile invoices with orders as well as daily credit card statements with Lightspeed and the bank and distribute paperwork to responsible parties and enter in Excel.
Understand the coding system and maintain the filing system.
Reconcile Packing Slip Report, working with the Parts Manager to resolve discrepancies.
Electronically save all invoices by supplier and make copies of fleet-related invoices.
Print and save Volvo invoices, match them with order acknowledgments, and provide to the Parts Manager.
Apply payments to Lightspeed, enter checks for deposit, and send thank-you emails for older invoices.
Assist with month end and year end filing.
Manage Open Account customers, ensuring completion of all necessary documents. Verify customers on the Accounts Receivable Customer List report are indeed Accounts Receivable customers.
Communicate with outside services: cleaning ladies, water delivery, Cintas uniforms, and first aid. Contact 1099 vendors to fill out W9 forms in January.
Maintain monthly calendars in Outlook and print for the bulletin board in the shop.
Manage Management Activity errors in Lightspeed.
Scan, file, and organize documents and maintain/create excel and word documents for parts, service, and executive assistant.
Assist in answering phones and returning calls for all departments.
Organize and ensure we have enough stock on Helmut’s Marine Service gear, giveaways, bathroom/supply closet/breakroom, including cleaning out the refrigerator. Occasionally errands may need to be run in a company provided car.
Distribute birthday cards for staff and write thank-you notes.
Set up conference room for meetings or events.
Competencies:
Organization.
Multitasking.
Accurate data entry.
Thoroughness.
Follow Through.
Collaboration Skills.
Communication Proficiency.
Initiative to identify and address tasks independently.
Advanced skills in Microsoft Excel and Word.
Supervisory Responsibility:
This position has no supervisory responsibilities.
Work Environment:
This role operates in a retail business and shop environment, utilizing standard office equipment. Some exposure to fumes or airborne particles, moving technical parts, and vibration may occur.
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