Administrative Assistant

Position Overview:
The Office Administrator is responsible for the smooth running of the general office operations.  This individual must have good communication skills, excellent problem-solving skills and the ability to quickly adapt to varying conditions and needs.

Key Responsibilities 

The list below is illustrative and is not a comprehensive list of all duties that may be assigned.

• Answer phones and relate messages accurately.


• Match and code invoices. Check for accuracy and distribute appropriately for approval.


• Exchange information daily with Accounts Receivable to set up and invoice items.


• Record and deposit incoming payments.


• Check vendor accounts/statements for accuracy and assist in settling disputes.


• Maintain trucking records and prepare and file monthly TMT reports and Quarterly IFTA reports.


• Apply for credit approval to new vendors, request W-9s and insurance certificates.


• Process truck fleet renewal registrations


• Maintain files and records.


• Assist other personnel in administrative activities such as filing, reports, mail, or other items as requested/needed.


• Order Office Supplies.

Experience & Education

• This position requires an understanding of office management in a construction office.


• A High School Diploma is required; an associate’s degree is preferred for this position.

Required Qualifications 

• Strong organizational and prioritizing skills


• Ability to multi-task


• Computer skills MS Excel and Word software programs; Familiarity with Timberline preferred.


• Efficient verbal and written communication


• Accurate data entry


• Moderate analysis and interpretation required for problem solving


• Ability to work with teams and other divisions independent judgment required using existing guidelines to determine work methods

Physical Requirements 

• Ability to sit for extended periods and occasionally stand and walk.


• Ability to bend, stoop, reach, and lift/carry office materials up to 25 pounds without assistance.


• Ability to read and interpret written materials and computer screens.


• Ability to use a computer and keyboard for extended periods.


• Ability to operate standard office equipment, including telephones, copiers, scanners, and printers.


• May occasionally access construction, or other operational areas and must follow applicable safety requirements.

Benefits 

• Competitive Wages 

• Health & Dental with generous employer contribution 

• Supplemental Insurances (Vision, FSA, Dependent Care, Short-term Disability, Critical Illness, etc.)  

• Paid Holidays 

• Generous PTO 


• Employee Stock Ownership Plan (ESOP)

• …and more!  

Rifenburg Companies follow EEO Federal and State guidelines prohibiting employment and job discrimination. It is the policy of Rifenburg Companies to provide for and promote equal employment opportunity in employment compensation and other terms and conditions of employment without discrimination based on age, race, creed, color, national origin, gender, sexual orientation, disability, marital status, Vietnam Era Veteran status, genetic predisposition, carrier status or any legally protected status. 

The policy applies to all employment practices and actions. It includes, but is not limited to, recruitment, job application process, examination and testing, hiring, training including apprenticeship and on-the-job training, disciplinary actions, rate of pay or other compensation, advancement, classification, transfer, reassignment and promotions.