Administrative Assistant ll

VSC Fire & Security in Charleston, South Carolina is seeking candidates for the position of Administrative Assistant II.

What we offer:

• Excellent pay $19.00 - $29.00 and up based on experience
• Overtime eligible
• Paid vacation and company holidays
• Medical, dental and vision insurance options for you and your family
• Health Savings Account (HSA) or Flexible Spending Account (FSA)
• Company paid life insurance for full time employees
• Employee apparel program
• Company paid long term disability insurance
• Bonus for referring new employees
• Parental leave for full-time employees
• Employee Assistance Program (EAP)
• Opportunities for training and advancement

What you need:

• Three to five years of proven experience in an administrative role supporting senior executives.
• Ability to work independently and collaboratively in a fast-paced environment to include tasks such as: multi-line telephone consoles, operate office equipment, accounting software packages, accurate data entry, payroll hours, employment application process, injury reports, and ordering.
• Lead and supervise administrative projects and initiatives, ensuring their successful execution.
• Ability to work independently and collaboratively in a fast-paced environment.
• Attention to detail and accuracy in completing tasks.
• Professional and friendly demeanor.
• Ability to follow written and verbal instructions.
• Exceptional attention to detail and communication skills.
• Eagerness for professional development and growth.
• Ability to pass various background checks.
• Desirable (but not required):
• Experience in the construction industry.

What you will do:

• Lead the establishment and maintenance of project files for each contract using specialized software tools.
• Conduct thorough reviews of contracts to ensure accuracy and completeness of all required information.
• Supervise the production of progress billing reports for works in progress.
• Oversee the posting of payments received and diligently manage accounts receivable, addressing overdue payments.
• Personally engage with key clients to ensure the timely settlement of receivable accounts.
• Develop and implement refined collection procedures for delinquent accounts, optimizing recovery rates.
• Strategically manage the processing of purchase orders and maintain an advanced materials database for precise inventory tracking.
• Implement process improvements to enhance the accuracy of materials receipt and streamline record-keeping.
• Collaborate with corporate Accounts Payable staff to facilitate efficient invoice approval and payment processes.
• Provide expert-level customer service interactions, acting as a primary point of contact for escalated matters.
• Utilize advanced telephone solicitation techniques and written communication scripts to address complex client needs.
• Craft sophisticated business correspondence using industry-standard models.
• Maintain meticulous records of all telephone correspondence, rebilling activities, and other critical communication.
• Offer specialized support to Managers and Field Supervisors by producing detailed proposals and reports.
• Demonstrate exceptional problem-solving skills when faced with challenging situations, offering innovative solutions and guidance to others.
• Responsively address diverse requests from corporate accounting, human resources, or senior management, demonstrating a high level of autonomy.
• Lead the preparation and presentation of new employee paperwork, including benefit enrollment, and manage employee enrollment changes with precision.
• Serve as a knowledgeable resource for employee inquiries regarding paychecks, benefits, and other employment-related matters.
• Spearhead the coordination of pre-employment and incident-related drug screens, ensuring compliance and accuracy.
• Exhibit unwavering commitment to maintaining the confidentiality of sensitive company and employee information.
• Take charge of acquiring immediate information for all work-related incidents and expertly prepare comprehensive reports for First Report of Injury submissions to insurance carriers, Safety Director, and Human Resources.