Office Assistant

Company Summary

Founded in 2011, Southern Thermal Solutions (STS) is a leading provider of Thermal Envelope and Mechanical Insulation services. The company is committed to delivering high-quality solutions that help customers achieve their project goals safely, on time, and within budget. STS focuses on hiring skilled professionals, fostering a strong team environment, and maintaining the highest standards of craftsmanship and service.

Position Summary

The Office Assistant plays a key role in supporting the day-to-day operations of the business by performing a variety of administrative, bookkeeping, and customer service functions. This position is responsible for maintaining the workflow of daily, weekly, and monthly accounts payable activities, providing clerical support to management and employees, answering and directing phone calls, greeting visitors, coordinating meetings and appointments, and ordering and maintaining office supplies. The Office Assistant helps create an organized, professional, and efficient work environment while ensuring compliance with generally accepted accounting principles (GAAP), including the segregation of duties related to banking and payroll processes. Additional responsibilities may be assigned as needed to support business operations.

Major Duties and Responsibilities:

The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing, and other duties will be assigned based on the position’s role within the business unit. 

Payroll: 

• Process payroll as backup to Business Office Manager
• Coordinate with construction & project managers to ensure employee/job hours are posted

correctly & timely

Accounting:

• General bookkeeping and data entry in company accounting system efficiently and methodically.
• Process Accounts Payable and vendor payments into accounting system
• Attend the weekly project meeting
• Provide training, as needed by others, in bookkeeping software & applications
• Set up new projects
• Close projects, once they are paid in full
• Assist in the bonus payout reports

Office General: 

• Serve point person for office activities: mail, supplies, equipment, errands, shopping
• Assist in scheduling meetings and appointments
• Organize the office layout and order stationery and equipment
• Assist in maintaining the office condition
• Provide general support to visitors
• Assist with planning in-house or off-site activities; such as: parties, celebrations and conferences

Minimum Qualifications:

• High School diploma or equivalent required; or a combination of equivalent training, education, and relevant work experience.
• Excellent written and verbal communication skills with strong interpersonal abilities.
• Reliable and punctual with a strong work ethic.
• Must have reliable transportation and the ability to work extended hours as needed.
• Ability to multi-task, meet deadlines, and manage time and priorities effectively in a fast-paced construction environment.
• Strong organizational skills with high attention to detail.
• Ability to think critically, problem-solve, and work independently with minimal supervision.
• Demonstrated customer service skills and professional demeanor.
• Effective team player with a positive, solutions-oriented attitude.
• Proficient in Microsoft Office applications (Outlook, Word, Excel, etc.) and comfortable using digital reporting tools.
• Ability to interact professionally and constructively with employees at all levels, supervisors, vendors, subcontractors, and other stakeholders.

Physical Requirements include but are not limited to the following:

• Prolonged periods sitting at a desk and working on a computer.
• Able to walk, sit, stand, bend, kneel, stretch, squat and climb.
• Able to travel to jobsites, meetings, and other destinations as needed.
• Able to wear required personal protective equipment.
• Able to work with specialized construction equipment, tools, and materials.
• Able to see, talk and hear in person, via phone and/or through online/video.
• Able to use hands and fingers in a manner that allows for use of a keyboard and phone.
• Able to lift & carry items up to 10 lbs.

Note: Offers will be made based on candidates' qualifications relevant to the position.

Equal Employment Opportunity (EEO) Statement

STS is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.