About DCPS
DCPS is a rapidly growing provider of commercial property services to 1,200+ clients across Colorado. During the past 10 years, we’ve grown from 10 employees to over 200 and offer tremendous long-term career advancement opportunities for our employees. We’ve been named a “Best Place to Work” in the State of Colorado and in addition to long-term job security, we offer competitive pay, bonuses and benefits across all of our divisions. DCPS employees are self-starters who think outside of the box to drive results and solutions. The culture is laid back and face paced.
Job Summary:
The Sweeping & Snow Administrative Assistant will oversee and assist Managers with monitoring employees’ time sheets, invoice processing and general administrative procedures in the division.
Duties/Responsibilities
Payroll:
- Ensure accurate and timely entry of hourly personnel data: Verify the accuracy of employee information, work hours, and applicable deductions to minimize errors.
- Review and analyze monthly labor postings: Examine labor cost allocations, identify discrepancies or inaccuracies, and provide suggestions for improvements.
Accounting Administration:
- Assess the weekly aged accounts receivable report: Monitor outstanding invoices and their aging status, identify potential collection issues, and take appropriate action to resolve them.
- Provide recommendations on optimal collection methods: Evaluate the efficiency of current collection processes, develop new strategies, and utilize available resources to maximize the recovery of outstanding debts.
- Manage purchasing and accounts payable invoices: Oversee invoice processing, verify the accuracy of charges, and maintain an organized system for tracking payments and due dates.
- Maintain up-to-date email logs and client billing files: Keep accurate records of client communications and billing information to ensure smooth operations and client satisfaction.
General Office Duties:
- Manage phone calls and greet guests professionally: Provide excellent customer service by directing calls to the appropriate parties, answering questions, and welcoming visitors with a friendly demeanor.
- Oversee the ordering of supplies, filing, and handling of incoming and outgoing mail: Maintain an organized and efficient workspace by managing office materials, ensuring the timely delivery of correspondence, and keeping records up to date.
- Prepare client proposals, contracts, and correspondence: Draft and edit professional documents to support client relationships, including proposals, agreements, and other communication materials.
- Maintain comprehensive customer files in the CRM platform: Update customer records, track interactions, and monitor sales pipelines to improve customer relationship management.
- Conduct monthly billing reviews: Analyze client invoices for accuracy and completeness, identify discrepancies, and work with internal teams to resolve issues.
Human Resources:
- Coordinate with HR on posting for open positions.
- Assist management with pre-screening calls, setting interviews, and providing applicants with applications, or website link.
- Coordinate with HR on onboarding process and participating on the onboarding for the division training.
- Coordinate PPE ordering, distribution, and returns: Manage the procurement and distribution of uniforms, facilitate exchanges or returns when necessary, and maintain accurate inventory records.
Qualifications:
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Strong analytical and problem-solving skills.
- Ability to function well in a high-paced and at times stressful environment.
- Proficient with Microsoft Office Suite or related software.
Education and Experience
A 2 or 4-year degree in business or a related field, or a minimum of 3 years of experience in a business office with accounting-related responsibilities: Candidates should possess relevant education or professional experience, demonstrating their ability to manage financial tasks, oversee office operations, and contribute to an efficient work environment.
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
Benefits
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule
- Monday to Friday
Work Location:
- In person
