Overview
Administrative Assistant Jobs in Humble, TX at Houston Fire & Security
Title: Administrative Assistant
Company: Houston Fire & Security
Location: Humble, TX
Company Description
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Role Description
This is a full-time on-site role for an Administrative Assistant, located in Humble, TX. The Administrative Assistant will be responsible for day-to-day activities such as answering and directing phone calls, maintaining accounts receivable and accounts payable, scheduling appointments, and providing administrative support to executives. Additional duties include preparing documents, managing office supplies, and handling clerical tasks to ensure efficient office operations. Must have ample knowledge with Microsoft Word, Excel and QuickBooks.
Manage the accounts payable process, including reviewing and processing invoices, ensuring timely payments, and resolving any payment discrepancies.
Develop and maintain relationships with vendors to ensure the timely and accurate delivery of goods and services.
Analyze, Prepare and Reconcile AP Detail, GL Postings, accounts payable reports, including aging reports, accrual reports, and other financial statements.
Ensure compliance with company policies and procedures, as well as relevant laws and regulations.
Evaluate, Identify, & Improve: Repeated tasks and data entry that may be delegated outside the organization or hiring additional help or utilizing technology to improve the process.
Maintain, improve and work with Accounting on reoccurring applied payment errors that may be duplicating or not clearing from Quick Books make a deposit screen.
Clarifying questionable invoice items, prices or receiving signatures.
Manage the accounts payable vendor database (QuickBooks), new vendor setup, credit applications. Continually update vendor information and ensure the accuracy of all data. Not limited to but including the following:
Vendor Set Up Application & Process
W9 Request, Management & Filing
Vendor TAX ID Management & Verify 1099-NEC Tracking
COI Request, Management & Expiration Tracking
Qualifications
Administrative Assistance and Executive Administrative Assistance skills
Phone Etiquette and Communication skills
Clerical skills
Excellent written and verbal communication skills
Strong organizational and time-management abilities
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and Quickbooks
High school diploma or equivalent; additional qualifications as an Administrative Assistant or Secretary are a plus
