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Crane 1 Services, Inc. Part Time Office Assistant in Indianapolis, Indiana

CRANE 1

Part Time Office Assistant

Reports to: Branch Manager

POSITION SUMMARY:

The Office Manager will provide support for the branch in all aspects of managing the office.

PRIMARY TASKS AND RESPONSIBILITIES:

  • Provides supervision, assistance, and training to the business office staff in performing their tasks in an efficient, accurate and timely manner.

  • Coordinates and performs the collection of accounts receivable and past due accounts.

  • Supports the human resource function at the branch level.

  • Tracking of parts by calling vendors / updating customers on delivery.

  • Open jobs in SAGE

  • Reviews and enters accounts payable

  • Has the authority to monitor and enforce SOP’s and Company policies and procedures.

  • Other duties as assigned.

Requirements

SKILLS AND KNOWLEDGE

  • Education: High school diploma or equivalent

  • 2-5 years experience in payables and receivables

  • Experience in job cost accounting

  • 2 years supervisory experience a plus

  • Experience/knowledge working in SAGE

  • Proven ability to meet deadlines and work under pressure

  • Ability to perform without supervision

  • Ability to analyze data and conduct risk assessments

  • Good interpersonal skills

  • Excellent communication skills, written and verbal

  • Comprehensive problem-solving skills

  • Ability to build working relationships with all levels of the organization.

  • Excellent computer skills (word, excel, powerpoint, outlook, etc.).

WORK ENVIRONMENT CONSIDERATIONS

  • Office Environment.

  • Walking, sitting, standing, bending, driving, reading, seeing, hearing, speaking, concentrating, communicating.

DisclaimerThis job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required and the responsibilities of the position may change.

CRANE 1

Office Assistant Role & Responsibilities

PRINCIPAL RESPONSIBILITIES:

  • Open/enter jobs into CRANE 1 system, verify time postings, shipment receipts, invoicing, service call generation, accounts payable and purchase order information on a daily basis. Ensure proper coding, job costing, the accuracy of information, compliance with CRANE 1 policies, and appropriate approvals have been obtained, where required. Resolve discrepancies, as required.

  • Generate system reports as required by local, regional and CRANE 1 management.

  • Supports and is the liaison for corporate human resource functions to include new hire processing, drug screens and benefits administration.

  • Answer incoming phone calls promptly and professionally, ensuring proper response to customer needs. Record details for service calls and follow up as necessary.

  • Work with CRANE 1 finance department performing collection actions for accounts receivable and maintaining all supporting information in the receivable collection module. Ensure acceptable payment arrangements are made, within Crane 1 company guidelines, and payment is received by following up on at least a weekly basis. Provide assistance to finance department in establishing new customer credit terms including background checks of new or existing customers.

  • Assist in customer service and provide operations assistance with ordering materials and processing paperwork, as required.

  • Provide support to the branch personnel for any word processing and other administrative needs, as required.

  • Process “Crane 1 Advantage” inspections books out of InSpec/File Maker in a timely fashion and as prescribed by Crane 1 protocol.

  • Work with CRANE 1 finance department to ensure the branches Customer and Vendor master records are maintained in a complete and accurate manner (names, physical addresses, bill to addresses, e-mail contact information etc.)

  • Maintain office filing and customer files in accordance with CRANE 1 established procedures.

  • Support and assist the branch manager in maintaining accuracy of the inspection customer base in the system.

  • Coordinate the incoming and outgoing mail, including UPS/FedEx shipments, as needed.

  • Support any special projects as directed by the branch, region and/or corporate management.

  • Provide other administrative support and perform other duties, as assigned.

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