Administrative Assistant

Top Job

Located in Gulfport, MS

Salary: Based on Experience

Administrative Assistant

#2606MS

Job Summary

The Administrative Assistant provides essential administrative and clerical support to ensure efficient daily operations of the office. This role supports sales, accounting, logistics, and management by handling customer service, documentation, scheduling, and general office duties in a fast-paced construction materials environment.

Essential Duties and Responsibilities

• Answer and route incoming phone calls; greet customers and vendors
• Prepare and process invoices, purchase orders, delivery tickets, and credit applications
• Assist with order entry, sales documentation, and customer account setup
• Maintain accurate records, filing systems, and electronic databases
• Coordinate deliveries and communicate with dispatch, drivers, and customers
• Support accounts receivable and payable functions, including billing and payment tracking
• Assist sales staff with quotes, job files, and project documentation
• Handle mail, emails, and general correspondence
• Maintain office supplies and coordinate with vendors as needed
• Ensure compliance with company policies and procedures

Qualifications

• High school diploma or GED required; associate degree or relevant coursework preferred
• 2–5 years of administrative or office experience, preferably in construction or building materials
• Experience with invoicing, order processing, or accounting systems preferred
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Skills and Abilities

• Strong organizational and time management skills
• Excellent customer service and communication skills
• Attention to detail and accuracy
• Ability to multitask and prioritize in a fast-paced environment
• Professional phone and office etiquette
• Basic math and data entry skills

Work Environment

• Office setting within a building supply or distribution facility
• Frequent interaction with customers, vendors, drivers, and sales staff

Physical Requirements

• Ability to sit or stand for extended periods
• Ability to occasionally lift up to 25 lbs (office supplies or files)

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