Job Description

Position: Administrative Assistant

Responsibilities:

• Answering Calls: Respond to incoming phone calls in a professional and courteous manner. Direct calls to appropriate team members and take accurate messages when necessary.
• Payroll Processing: Assist with entering payroll data accurately and efficiently. Collaborate with the finance team to ensure timely and accurate payroll processing.
• Accounts Payable: Receive and record incoming bills and invoices. Verify invoice details, match with purchase orders, and enter them into the accounting system. Maintain organized records for future reference.
• Accounts Receivable Follow-Up: Follow up on outstanding accounts receivable by contacting clients and customers in a courteous manner. Maintain a clear record of communications and work towards resolving outstanding payments.
• Data Entry and Record Keeping: Accurately input data into various systems and databases. Maintain organized records and files, ensuring easy retrieval of information when needed.
• Document Preparation: Assist in preparing various documents, presentations, and reports as required. Ensure the accuracy and formatting of documents before distribution.
• Office Support: Provide general administrative support to various departments as needed. This may include organizing meetings, arranging travel, and assisting with other ad hoc tasks.
• Maintain Confidentiality: Handle sensitive and confidential information with utmost discretion and professionalism.
• Communication: Collaborate effectively with team members, clients, and vendors. Ensure clear and concise communication in all interactions.
• Other Duties: Undertake other administrative tasks and projects as assigned by the supervisor.

Requires:

• High school diploma or equivalent; additional education in business administration or related field is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with using various software and databases.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle multiple tasks and prioritize effectively.
• Professional and friendly demeanor with exceptional customer service skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Basic knowledge of accounting principles and payroll processes is preferred.
• Availability to work M-F as scheduled.

Benefits Include:

• Equity grant - you’ll be a company owner!
• Medical/vision (70% company paid)
• Dental (50% company paid)
• 401(k) plan, available after 6 months with a 4% match
• Short-term disability, Company paid
• $20,000 Basic term life insurance, Company paid
• AD&D insurance, Company paid

Nationwide Refrigeration Inc. was founded in 1974 under the simple principle of providing quality refrigeration service for our customers. We began providing installations to address concerns that we continuously saw during our service calls. Shortly thereafter we began work in HVAC systems under the same guiding principles of doing the job right the first time, without taking short-cuts.
In early 2020 Nationwide became an employee-owned company that continues to provide service, installation, and maintenance to commercial customers in Virginia, Maryland, Pennsylvania, and the District of Columbia. We believe in a solution focused approach to adding value for our customer.
We do the job right the first time, we do the right thing every time.
When you work with the right people with the right attitude, anything is possible. We know that the best want to work with the best, so we don’t compromise in hiring. As an employee-owned company, you will be an equity owner within your first year and we expect our employees to have an owner’s mentality from day one! We are dedicated to going above and beyond for our team members so that they can focus on going above and beyond for our clients.
We know that everyone makes mistakes, we only expect you to own them and use them as opportunities for growth. We have an inclusive environment where everyone is expected to lift up and help those around them to grow and be better.
Our company is ideal for individuals looking for opportunities for career advancement at one of the most respected refrigeration and HVAC companies in the greater D.C. Metro area.

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