Administrative Assistant

Summary/Objective

We are seeking a detail-oriented and organized Administrative Assistant to support our daily office operations. This is a full-time, onsite position that plays an important role in payroll, billing, document management, and administrative support while working closely with field personnel, project managers, sales representatives, and office staff. Our team supports operations across multiple states, so this role requires strong communication, collaboration, and the ability to manage competing priorities in a fast-paced environment. The ideal candidate is adaptable, technology-savvy, and able to work independently while building positive working relationships with employees and customers.

Primary Responsibilities

Administrative Support:

• Assist with the training of new employees on systems and processes.
• Scan, organize, and electronically file company documents, including:
  • Work orders
  • Job Safety Analyses (JSAs)
  • Confined Space Permits
• Assist employees with obtaining and completing required forms and paperwork.
• Support personnel paperwork and other administrative functions as assigned.
• Update and maintain employee, customer, and job information within company systems.

Payroll and Timekeeping:

• Review and approve employee timesheets.
• Follow up on missing timesheets, work orders, and supporting documentation.
• Assist with reviewing and approving temporary employee timesheets.

Billing and Account Support:

• Enter customer billing into the accounting system accurately and timely.
• Review work orders, supporting documentation, and customer requirements to prepare invoices.
• Recognize that billing requirements vary by customer, contract, and project, requiring attention to detail, problem-solving, and the ability to interpret different billing expectations rather than following a single standardized process.
• Assist with Accounts Payable approvals.
• Assist accounting with missing credit card receipt requests and submissions.

Equipment and Fleet Support:

• Assist with equipment tracking through Verizon as needed.
• Review fuel reports through Shell and SmartFill and resolve discrepancies.

Eligibility Qualifications

• Proficient in Microsoft Excel and Microsoft Word.
• Strong organizational and time management skills.
• Comfortable learning and utilizing multiple software systems and technology.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Familiarity with Mac and Apple products is preferred.
• Ability to collaborate effectively with employees across multiple departments and locations.
• Strong attention to detail with the ability to prioritize multiple tasks.
• Ability to think critically, solve problems, and adapt to changing priorities and customer requirements.
• Ability to work independently while also contributing as part of a team.

Education and Experience Requirements

• High School Diploma or equivalent

Hours of Work

• Typically Monday through Friday 7:30 am - 4:30 pm.

Travel

• N/A

Supervisory Responsibility

• This position has no supervisory responsibilities

Benefits

• Medical, Dental, Vision, Life, AD&D, STD, LTD, BRELLA (Accident/Critical Illness Plan), Teladoc, EAP, 401k (after 1 year of employment), holidays and PTO days

AAP/EEO Statement

EnviroSmart Inc. shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability.