Office Assistant / Bookkeeper

Location: Amityville, NY
Employment Type: Full-Time

Responsibilities:

• Answer incoming phone calls and assist current and prospective customers.
• Collect and enter customer and job information into Excel.
• Keep customer records up to date for estimates, booked jobs, and inquiries.
• Submit Certificates of Insurance (COIs) for jobs that require them.
• Email past customers every 15 days requesting reviews.
• Prepare daily paperwork for local and long-distance moves, including Orders for Service, Bills of Lading, Storage Contracts, and Inventory Forms.
• Label and prepare direct mail advertisements for distribution.
• Track monthly storage charges and process customer credit card payments.
• Prepare storage confirmation letters and charge breakdowns for inbound storage customers.
• Track daily IFTA mileage for IRP trucks and maintain quarterly and annual mileage reports in Excel.
• Create and print labels for customer folders.
• Record cash receipts and office expenses in Excel.
• Monitor office inventory and reorder supplies as needed.
• Assemble estimate folders with all required materials for estimators.

Requirements:

• Minimum 2 years of office administrative experience.
• Minimum 2 years of experience with Microsoft Excel.
• Minimum 2 years of experience with Microsoft Word.
• Familiarity with using a typewriter.
• Strong organizational and multitasking skills.
• Excellent communication and customer service skills.
• High attention to detail and accuracy.
• Ability to work independently and prioritize tasks.

Preferred Skills:

• Experience using a CRM or office management software.
• Experience in the moving, transportation, logistics, or storage industry is a plus.