Accounting and Administrative Assistant

Accounting and Administrative Assistant

Full Job Description:

Petroleum Equipment Incorporated of Kansas City specializes in providing parts and contracting services needed to construct and maintain retail, commercial, industrial, fleet, aviation and marina fueling operations. Our services include fuel system design, project management, installation, start-up, equipment maintenance and parts replacement.  Our Pledge is “Doing it Right, on Time, the First Time, Every Time”. This mindset has held true over 27 years and continues to define our customer-centric, details-focused approach to business to this day.

The Accounting and Administrative Assistant will be responsible for all Telephony, Administrative Support,
Deposits/Cash Applications, and daily invoicing. This position reports to the Accounting Manager and will have the
opportunity to grow into other positions, as the company grows and expands.

Our employees are self-motivated, self-directed, meticulous, punctual, and work independently in a fast-paced environment. They strive to provide quality workmanship by arriving on-site quickly, completing work assignments timely, and accurately per job specs. Multi-tasking, effective listening, and clear communication are key to the success of this position. This position reports to the Construction Manager; and will have the opportunity to grow into additional responsibility and leadership, as the company grows and expands.

Candidates for this position must be authorized to work in the United States. Capped financial assistance is available for relocation. 

Duties & Responsibilities:

• Telephony
  • Main resource for answering, transferring, and messaging outside phone calls
  • Set-up and maintain the company telephones and troubleshoot as necessary
  • Develop a phone menu and follow-up to make sure it is effective
• Deposits/Cash Applications
  • Make daily deposits of checks into the bank and post to the ERP
  • Manage the credit card payments from customers
  • Apply the cash received against Accounts Receivable
• Billing and Collections
  • Help push completed tickets all the way thru to Invoices
  • Complete customer invoicing for Kansas City Field Service work and back-up Topeka where necessary
  • Research and resolve routine billing questions and discrepancies
  • Refers unusual problems to higher level personnel
  • Ensures accurate and complete data is entered into appropriately, makes corrections when needed
  • Reviews various billing system reports to identify billing discrepancies.
  • May gather and summarize supplemental billing information to accommodate customer billing requirements
  • Send out Customer Statements and call on past due accounts to ensure accurate billing and cashflow
• Other Projects
  • Assists in other accounting functions and special projects due to business need and as work-load permits
  • Scanning job folders onto the Project drive
  • Input Price Updates into the ERP
  • Back up for the receipt of goods and receipt of invoices
  • Assists in other accounting functions and special projects due to business need and as work-load permits
  • Performs other job-related duties as assigned or apparent.

Qualifications:

• Commercial construction, manufacturing or distributor: 5 years (Preferred)
• Strong ERP, analytical and problem-solving skills
• Excellent attention to detail and accuracy of work
• Excellent communication skills, both verbal and written
• Must be able to meet tight deadlines in a fast-paced environment

Benefits:

• 401(k) and 401(k) matching
• Dental, Vision & Life insurance
• Disability insurance
• Health insurance
• Paid time off
• Supplemental Insurance