Position: Administrative Assistant
Location: Hayward, CA
Reports To: General Manager

JOB SUMMARY: Manage the administrative responsibilities supporting the GM in many functional areas. These duties will include payroll and accounting support, purchasing review and approvals, customer billing, contract review, and credit oversight. Develop policies and procedures to integrate with various cross-functional departments, as well as define and implement process changes for more efficiency.
ESSENTIAL FUNCTIONS:

• The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
• Reviews and approves timesheets for accuracy and completeness.
• Reviews and approves vendor purchase orders within certain limits.
• Reviews and approves credit memos within certain limits.
• Reviews and approves customer invoices with certain limits.
• Monitors collection process and activity, providing feedback to the GM.
• Reviews and approves employee expense reports within certain limits.
• Reviews and approved journal entries for customer projects and jobs.
• Maintains routine monthly tracking of certain metrics, such as productivity, payroll, quoted jobs, safety, and profit/loss statements compared to budget.
• Coordinate the warranty process with suppliers and customers. Resolve issues and provide unresolved matters to GM.
• Assemble data for customer credit approval. Interface with GM and accounting when appropriate.
• Review customer contracts and provide summary of issues to GM and accounting.
• Coordinate lead inputs from various sources and provide a report to GM of findings.
• HR related duties for on-boarding new employees and training.
• Safety training and/or tracking, regarding vehicle inspections and other related safety processes.
• Facility coordination, such as contacting contractors or suppliers for various building requirements.
• Continuous review of all administrative functions; document the processes and make refinements with the collaboration of management.
• Responsible for evaluating the performance of non-exempt administrative personnel. Recommends training requirements, has the duty to keep the staff at the highest level of skill necessary to meet company needs and objectives, and may recommend that personnel be hired or removed from the department.
• Performs other duties as assigned by manager.

SUPERVISORY RESPONSIBILITIES:

• Supervises the non-exempt administrative staff under the GM.