RemX
We are seeking a highly organized, detail-oriented Office Assistant to support the daily administrative and operational needs of our team. This role is ideal for someone who enjoys variety in their day-to-day tasks, can manage multiple responsibilities at once, and thrives in a fast-paced, team-oriented environment.
The Office Assistant will be responsible for handling documentation, vendor and subcontractor coordination, project support, compliance tracking, and general office operations.
Key Responsibilities:
Administrative & Office Support
- Answer and manage incoming office phone calls
- Maintain and organize both physical and electronic filing systems for project folders
- Process and track employee vacation requests
- Order and maintain office supplies and materials
- Handle new hire paperwork and onboarding support
- Assist with background checks in coordination with the Service Manager (annually)
- Generate cable labels for projects
- Complete and submit product documentation for projects (Data, AV, Security departments)
- Prepare and manage project-specific documents (Certifications, EMR, OSHA, W9, SDS, HAZCOM, Safety Program)
- Request and distribute Certificates of Insurance (COIs)
- Look up project/job information in QuickBooks as requested
- Manage and organize all project-related invoices, ensuring they are properly filed electronically in their respective folders
- Submit CCIP labor reports via VUE/Alliant on a monthly basis
- Monitor, track, and handle billing in platforms such as Avetta, ISNetworld, Coupa, Amazon
- Handle monthly reporting for TIPS and DIR
- Track, manage, and verify all technician, subcontractor, and company certifications, including manufacturer and safety certifications
- Maintain and file all subcontractor insurance documentation for compliance
- Manage new vendor setup, including collection of necessary paperwork
- Assist with new customer setup by preparing documentation needed by accounting for QuickBooks entry
- Coordinate and manage project permits as needed
- Receive, process, and distribute all incoming invoices and bills appropriately
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
- Experience with platforms like QuickBooks, Avetta, ISNetworld, or similar systems is a plus