Administrative Specialist

Job Summary

The Administrative Specialist provides administrative, clerical, billing, recordkeeping, and customer service support to help ensure the efficient day-to-day operation of the organization. This position serves as a key point of contact for customers, visitors, and team members while maintaining accurate records and supporting general office and financial processes.

Supervisory Responsibilities

None.

Duties and Responsibilities

• Greet and assist customers, visitors, and other guests in a professional and courteous manner.
• Answer, screen, and direct incoming phone calls and respond to emails as appropriate.
• Schedule appointments and coordinate referrals as needed.
• Perform accurate data entry, filing, and recordkeeping for accounts payable, purchase orders, equipment inventory, and confidential employee or departmental records.
• Prepare and process weekly and monthly billing in a timely and accurate manner.
• Receive, record, sort, and distribute incoming packages and mail; prepare outgoing correspondence and shipments as needed.
• Compile budget information and maintain financial records and supporting documentation as requested.
• Prepare, copy, collate, and organize reports, correspondence, meeting materials, mailings, and other documents.
• Maintain organized electronic and paper filing systems and protect confidential or sensitive information.
• Provide general administrative support to management and other team members as needed.
• Perform other related duties as assigned.

Required Skills and Abilities

• Professional, friendly, and courteous communication skills when interacting with customers, visitors, colleagues, and vendors.
• Proficiency with Microsoft Office Suite or related software and the ability to learn company-specific systems and accounting software.
• Ability to operate standard office equipment, including computers, calculators, printers, copiers, and scanners.
• Working knowledge of general administrative and clerical procedures, including recordkeeping, filing, and document management.
• Strong organizational and time-management skills with the ability to prioritize multiple responsibilities and meet deadlines.
• Ability to work independently, use sound judgment, and identify and resolve routine problems.
• Ability to anticipate work needs and follow through on assignments with limited supervision.
• Excellent attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Education and Experience

• High school diploma or equivalent required.
• At least one year of clerical, administrative, or related office experience preferred.
• QuickBooks experience preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to operate standard office equipment and perform routine office tasks.
• Must be able to lift up to 15 pounds at times.

For more than 35 years, Foltz Buildings of Detroit Lakes, Minnesota has been the leader in the area for custom built post frame buildings. Their construction crews are experienced professionals who build year-round. Foltz Buildings has a reputation for quality service, having built thousands of buildings to the satisfaction of countless customers.Quality Built. By Quality Crews.

Salary

$22.00 - $24.00 per hour

Benefits

Bonus pay, Paid time off, Health insurance, Dental insurance, Vision insurance, Life insurance, Disability insurance, 401(k), Referral program, Employee discount, Profit sharing, Other

Job Type

Full time

Schedule

Monday to Friday