Administrative & Clerical - Click on a Job Title to Read its Description
Job Description
ASSET MANAGER
(FACILITIES &
EQUIPMENT)
Job Purpose: To insure Precise Land Surveying, Inc. and its employees are equipped for the jobs they perform in the course of operations
Supervisor: Vice President Administration
Essential Job Functions:
- Oversee all facilities and all functions of these facilities
- Work with building owners, management, custodial staff, and other vendors to insure day-to-day operations will not be interrupted at any Precise facility
- Purchase and maintain inventory of all equipment for employees of Precise Land Surveying, Inc. as needed
- Oversee relocation of equipment between offices
- Work with Human Resources to equip all new employees as needed and collection of equipment upon termination of employment
- Keep constant inventory of all equipment in spreadsheet
- Forward copy of spreadsheet to Chief Operations Officer on weekly basis
- Work with Vice President Administration for approval of all facility and equipment purchases and invoices
- Equipment responsible for, but not limited to:
- Company Vehicles and Accessories
- Work with Enterprise Fleet Management in obtaining vehicles as needed
- Know which employee is responsible for driving and maintaining said vehicles
- Remind said employee when maintenance is needed and set up maintenance with vendor
- Determine if vehicle needs to be replaced and sell vehicles as needed
- Make sure all inspections and registrations are kept current
- Large Office Equipment
- Desks
- Chairs
- Credenza
- Book Cases
- Cabinet
- Fax Machines
- Copy Machines
- Computer Equipment and all related software and connections
- Work with network administrators in installation and upkeep
- Keep directory of employee e-mail addresses
- Communications
- Office Telephones
- Work with Vendor in set up and programming of all phones and voice mail as needed
- Keep directory and distribute to personnel as changes are made in timely manner
- Cellular Telephones and Pagers
- Assist management in determining need and order phones
- Keep directory and distribute to personnel as changes are made in timely manner
- Do any additional required duties related to equipment belonging to Precise Land Surveying, Inc.
- Assist Chief Executive Officer, Vice President Administration, and Chief Operations Officer as requested
Job Description
ADMINISTRATIVE ASSISTANT
Job Purpose: To assist the office with phone calls, typing, and filing. Order and organize office supplies and complete an inventory in a timely and accurate manner for upper management. Work within a budget and shop for any miscellaneous office needs. Perform any task needed by other departments such as Research, CS, Field or Accounting. Help with any special projects/marketing.
Supervisor: Secretary/Treasurer
Essential Job Functions:
- Order and distribute all office supplies to employees when needed
- Help with all small equipment maintenance; Make necessary repair calls
- Help answer incoming phone lines; Direct call to proper person, take a message or put call thru to voice mail.
- Keep inventory of all office supplies organized to keep necessary amount on hand
- Typing/data entry overflow work for all departments
- Filing overflow work for all departments
- Print business cards as requested
- Assist other departments with their overflow work such as research, customer service, field, and accounting as assigned
- Assist with marketing projects by shopping and creating promotional gifts and giveaways
- Assist with any special projects assigned by upper management
Job Qualifications
Experience/Education
Required:
- High School education
- Two years of work related experience
Preferred:
- Some college
- Experience in surveying a plus
Job Skills:
- Ability to communicate in a positive manner
- Ability to make correct decision in a timely manner
Personal Traits:
- Trustworthy
- Strong Work Ethic
- Flexible
- Diplomatic
- Team player
- Positive attitude
- Results oriented
- Organized
- Adapts well to change
- Detail oriented
Job Description
ADMINISTRATIVE ASSISTANT/
FLOATER
Job Purpose: To assist the office with phone calls, typing, and filing. Order and organize office supplies and complete an inventory in a timely and accurate manner for upper management. Work within a budget and shop for any miscellaneous office needs. Perform any task needed by other departments such as Research, CS, Field or Accounting. Help with any special projects/marketing.
Supervisor: Human Resources Administrator
Essential Job Functions:
- Purchase and distribute all office supplies to employees when needed
- Help with all small equipment maintenance; Make necessary repair calls
- Help answer incoming phone lines; Direct call to proper person, take a message or put call thru to voice mail.
- Keep inventory of all office supplies organized to keep necessary amount on hand
- Typing/data entry overflow work for all departments
- Filing overflow work for all departments
- Print business cards as requested by each department
- Water office plants each week
- Order monthly birthday cake on the 15 th of each month
- Run errands and purchase any office needs
- Assist other departments with their overflow work such as research, customer service, field, and accounting
- Assist with marketing projects by shopping and creating promotional gifts and giveaways
- Assist with any special projects assigned by upper management
Job Qualifications:
Experience/Education:
Required:
- High School education
- Two years of work related experience
Preferred:
- Some college
- Experience in surveying a plus
Job Skills:
- Ability to communicate in a positive manner
- Ability to make correct decision in a timely manner
Personal Traits:
- Trustworthy
- Strong Work Ethic
- Flexible
- Diplomatic
- Team player
- Positive attitude
- Results oriented
- Organized
- Adapts well to change
- Detail oriented
Job Description
INVOICE ADMINISTRATOR
Job Purpose: To ensure all work is invoiced and sent for delivery
Supervisor: Invoicing Supervisor
Essential Job Functions:
- Monitor workflow with a Future Needs Report
- Prioritize incoming jobs
- Change status of jobs in computerized tracking system
- Invoice jobs on a daily basis as given
- Create Estimates of expected jobs (as time allows)
- Verify PO’s are available – as required
- Send PO’s for signature/request payment – as required
- Print color copies of completed jobs
- Fax/email/upload invoice copy and survey copy to customer – as required
- Fold large-print copies as needed for delivery to clients
- Set up delivery of job to customer and/or their representative
- Mail out invoices to clients as needed
- Organize and file job folders into bins in work area
- File job folders in storage room from previous day daily
- Answer e-mails in a timely manner
- Check voicemail every morning and afternoon and return calls as necessary
- Backup other Invoicing position as needed
- Back up of phones for all numbers, as requested
- Flexible hours that may run late in evening
Job Qualifications
Experience/Education
Required:
- High School Diploma
- Knowledge of Microsoft Word and Excel
- Knowledge of computers and the Internet
Preferred:
- Accounting background
- Some knowledge of construction and Title Insurance business
Job Skills:
- Organized and able to prioritize multiple tasks
- Ability to meet deadlines
- Strong Communication
- 10 key by touch
- Typing minimum 50 wpm – error free
- Ability to lift 25-30lb boxes
Personal Traits:
- Self-starter
- Helpful
- Trustworthy
- Driven
- Dependable
- Strong Work Ethic
- Results Oriented
- Flexible
- Detail Oriented
- Deadline Oriented
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