Administrative Assistant Job at Bill Wise's Excavating, Inc. in New Freeport

Administrative Assistant

We are seeking a reliable and organized Administrative Assistant to join our team. You should have a strong background in supporting executive staff and collaborating with employees at all levels, possess the ability to prioritize your tasks, and be able to pivot when requirements shift. In this role, you will primarily be responsible for invoicing clients, verifying and inputting employee hours into our payroll system, facilitating various internal projects with additional tasks as assigned. This is a full-time position based out of New Freeport, PA. The salary is negotiable and based on experience.

Qualifications

• Effective communication and interpersonal skills
• Excellent organizational and problem‑solving skills
• High proficiency in Microsoft Office applications, particularly Excel
• Experience managing multiple assignments, projects, deadlines, and conflicting priorities
• Strong analytical and problem‑solving skills with sharp attention to detail
• Able to effectively work independently with a willingness to ask and accept direction as needed
• Capable of recognizing and responding to problems with potential solutions
• Demonstrated ability to work flexibly with a team and adapt to quickly changing priorities and ambiguous situations
• Adept at maintaining organizational files, timesheets, managing and tracking deliverables, and working on daily projects in a systematic manner
• Proven ability to positively influence others with actions and directives to accomplish organizational goals
• Possess a strong knowledge of financial concepts
• An understanding of construction and pipeline fields is a plus
• Able to report to the office in New Freeport, PA

Responsibilities

• Collect daily reports from workers and input their hours into our payroll system, field any questions directly from employees and management regarding discrepancies with payroll
• AP and AR responsibilities including creating and sending invoices to customers, and other related tasks
• Act as a gatekeeper for management to filter communication while ensuring they are aware of important deadlines and commitments
• Organize and assist with project–related documents such as proposals, submissions, and document controls
• Schedule, perform, and ensure efficient office operations and procedures, including information management, requisition of supplies, building maintenance, and other administrative services
• Develop and maintain relationships with stakeholders, internal and external, on behalf of management
• Support the continued growth of the business by anticipating company needs and working to prevent any issues from arising
• Independently complete regular responsibilities according to deadlines, communicate with other teams to resolve any challenges

Benefits

• Health, Dental, Vision, and Life Insurance on Date of Hire
• 401(k) with Company Match
• Supplemental Insurances
• Salaried Position: Based on Experience – Negotiable
• Paid Time Off

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage or any other protected classification, in accordance with applicable federal, state, and local laws.