Administrative Assistant

Position Summary

The Operations & Administrative Support Coordinator provides comprehensive administrative financial and operational support to the forestry trucking construction and office teams. This role is responsible for setting up logging jobs processing contractor documentation maintaining accurate reporting supporting invoicing and payments and ensuring smooth office operations. Strong attention to detail excellent organization and the ability to manage multiple workflows are key to success in this position.

Essential Duties and Responsibilities

Consistently maintains a positive problem-solving attitude

Understands and adheres to Treelines Employment Handbook

Contributes to developing and maintaining a safe working environment

o Accepts and appreciates fellow team members by watching out for their safety and receives offered suggestions or advice

o Complies with all OSHA safety guidelines

Communicates with team members and customers in a positive and collaborative manner

o Communicates effectively and tactfully with a variety of individuals in person on the telephone and via two-way radio

o Answers general phone inquiries using a professional and courteous manner

o Replies to general information requests with accurate information

Sets up logging jobs in company software ensuring all required job data is accurate and complete.

Works with the forester to review and record rates associated with each job.

Processes weekly trucking packets including collecting entering and verifying trucking slips and trip tickets.

Matches trucking reports with woodyard slips and other supporting documentation to ensure accuracy.

Sorts organizes and processes all daily and weekly trucking-related reports.

Records contractor mileage and fuel usage for IFTA reporting.

Maintains complete and compliant records for trucking contractors and cutting crews including Tax ID information insurance certificates and updated paperwork.

Prepares and processes contractor pay sheets ensuring accuracy in rates loads and supporting documentation.

Sends contractor payment details and copies of processed slips after payments are completed.

Ensures all contractor information is properly stored tracked and up to date.

Prepares and sends routine reports to vendors as required.

Processes internal and external reports for payment approval.

Handles invoicing needs particularly for NE Paving Sargent and other assigned accounts.

Creates and tracks construction contracts including invoicing and updating project progress within spreadsheets.

Assist with basic tech support for office systems or directs issues to the appropriate resources.

Orders office supplies and materials as needed.

Assist with processing deposits outgoing mail and other routine office tasks.

Assist with directing office traffic by assisting visitors vendors and team members as they arrive.

Accepts and records incoming payments.

Monitor and follow up on outstanding or delinquent invoices as necessary.

Supports general office operations and administrative needs to ensure an efficient work environment.

Education & Experience Requirements

High School Diploma

Post-secondary education in business computers or office management is preferred

1-3 years experience in an office setting

Expectations

Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization

Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization

Communicate Effectively: Speak listen and write in a clear thorough and timely manner using appropriate and effective communication tools and techniques

Make Decisions: Assess situations to determine the importance urgency and risks and make clear decisions which are timely and in the best interests of the organization

Organize: Set priorities develop a work schedule monitor progress towards goals and track details data information and activities

Plan: Determine strategies to move the organization forward set goals create and implement actions plans and evaluate the process and results

Solve Problems: Assess problem situations to identify causes gather and process relevant information generate practical solutions and make recommendations and/or solve the problem

Physical Demands

Work is performed while standing sitting and/or walking

Requires the ability to communicate effectively using speech vision and hearing

Requires the use of hands for simple grasping and fine manipulations

Requires bending squatting crawling climbing and reaching

Requires the ability to lift carry push or pull light weights up to 25 pounds

Work Environment

Working conditions are normal for an office environment

Work may require occasional weekend and/or evening work

The average working hours are 40 hours per week

o Longer hours may be required for evening meeting attendance