Office Assistant
Qualifications / Experience
Job Duties:
Answer phone/intercom at front door/transfer calls coming in to personnel
Open mail daily/deliver to personnel/
Order office supplies
Weekly Employee Clock Hour Report- track hours worked/white cards; calculate payroll report
Daily tracking of shipping log/tons shipped per day
Invoicing of all sand sales- mail/ email and/ or scan
Back up- Rail Road billing, scheduling truck orders as they come in, sending paper work out to Plant 2 .
Daily filing of customer ASN's/BOL's
Accounts Payable/Receivable
Data entry- customer changes/updates
Assist/ answer/ resolve concerns in a friendly and professional way
o TAKE ORDER AND PROCESS
o SCHEDULE WITH TRUCKER AS REQUIRED
o MAINTAIN ORDER LOG
- FAX COPY OF TRUCK SCHEDULE FOR FOLLOWING DAY TO PLANT 2
- COMMUNICATE WITH PLANTS AS NEEDED THROUGHOUT DAY
CUSTOMERS SHIPPED VIA RAIL
o PROCESS ORDERS AS THEY COME IN
o SCHEDULE RAIL CARS
- IN AND OUT OF TOWN
- IN AND OUT OF PLANT(S)
o BILL CARS WITH RAIL BILLING SYSTEM - RAIL CONNECT
o INVOICE SHIPMENTS TO CUSTOMERS THRU QUICK BOOKS
o MAINTAIN CUSTOMER SAND ANALYSIS LOG/FILING
COMMUNICATE CUSTOMER/SHIPPING RELATED ISSUES AS NEEDED DAILY
SORT AND DISTRIBUTE DAILY PAPERWORK FROM BOTH PLANTS
MAINTAIN CUSTOMER FILES
CONTACT AND WORK WITH CUSTOMERS ON PAST DUE ACCOUNTS
ASSIST DARRELL WITH PRICING, QUOTES AND SUPPORT AS NEEDED
ASSIST ANNETTE WITH BILLING AS NEEDED INCLUDING UPDATING CUSTOMER PRICING
INFORMATION
MAINTAIN AND UPDATE SALES TAX EXEMPTION FILES
FACILITATE FORMS, PAPERWORK, ETC. AS NEEDED TO ASSIST FOREMEN AT BOTH PLANTS
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HUMAN RESOURCES
MAINTAIN PERSONNEL FILES
MANAGE VACATION SCHEDULES FOR BOTH PLANTS AND OFFICE
TRACK EMPLOYEES FOR EVALUATIONS, INSURANCE, ETC. AS NEEDED
COMMUNICATE WITH JON RHOADES, STEVE SMITH, DAVID TERPSMA, BOB CHANDONNET, ETC.
AS REQUIRED REGARDING EMPLOYEE MATIER$ · ·
TYPE AND DISTRIBUTE LAY OFF SCHEDULES FOR BOTH PLANTS
MAINTAIN ATIENDANCE FILES
- •. • • · '
o PROCESS PERFECT ATIENDANCE
o ISSUE WARNINGS
o PREPARE REPRIMAND FORMS
o ASSIST WITH ANY PERSONNEL RELATED FUNCTIONS AS NEEDED
.:.·
FILE QUARTERLY MSHA REPORTS
o ACCIDENT REPORTS WITH WORKMENS COMP CARRIER
o ACCIDENT REPORTS WITH MSHA
MEDICAL INSURANCE
o ASSIST EMPLOYEES WITH ENROLLMENT
o ASSIST EMPLOYEES WITH QUESTIONS
o ASSIST EMPLOYEES WITH CLAIMS WHEN NEEDED
DENTAL PLAN
o RECEIVE AND PROCESS DENTAL CLAIMS.
o DISTRIBUTE CLAIM AND PAYMENT INFORMATION
MISCELLANEOUS
PICK UP INCOMING MAIL FROM POST OFFICE ON MY WAY TO WORK EACH DAY
OFFICE RELATED WORK FOR BOB, DARRELL, ETC. AS NEEDED
o LETTER AND MEMO TYPING
ANSWER PHONE AND FRONT DOOR AS NEEDED
BACK UP FOR ANNETIE
o OPEN AND DISTRIBUTE MAIL
o INVOICING TO CUSTOMERS
Apply Now

Meet Your Recruiter
Owner Jon Koski has had specialized recruiting experience in the Finance and Accounting industries since 1998. With a Bachelor’s degree in Business Administration, Jon has spent four years in consultative sales and gained experience at key Finance and Accounting recruitment firms. He has held progressive roles at Robert Half International, including Division Director, and was recruited to successful startup company WilliamCharles’ Finance and Accounting division, Financial Edge prior to starting Full Cycle Recruiting in 2007.