SBD has been an industry leading Security Consulting firm for the last 48 years. The firm specializes in creating design and engineering level documents for low voltage systems such as Access Control, Video Surveillance, Burglar Alarm, Intercom, Public Address, etc. to be utilized globally. SBD is looking for a full-time Administrative/Billing Assistant and Receptionist for our office located in Pacheco, CA, between Concord and Martinez. As a key position in the daily activities of the office, the ideal candidate is a versatile person who values a strong work ethic, maintains a positive attitude, and is open to learning new skills.
Treat all employees, clients, vendors, manufacturers, and others with respect.
Build a constituency with the SBD staff, based on teamwork, completeness, current information, and supportiveness.
Respond to customers in a way that will foster future business opportunities.
Assist within the office on an as-needed basis to promote the effectiveness and collaborative nature of the workplace.
Answer telephones professionally, take clear messages, facilitate communication in the office, and greet guests as they arrive at the office.
Maintain files consistent with the approach developed within the office that allows all employees to easily locate documents and files. This applies to both physical documents and electronic files. Work with other employees to implement improvements where appropriate.
Collect and distribute mail and other deliveries to the appropriate person or mailbox. Create transmittals, prepare and send mail and packages. Pick-up and deliver mail or packages as required.
Learn where items are located in the office and assist with maintaining order and cleanliness in the office.
Maintain inventory and order supplies in a proactive manner, keeping cost and production flow in mind.
Make travel arrangements, working with the person traveling to make sure all aspects are appropriately addressed.
Update marketing literature on an ongoing basis; maintain a ready reserve of documentation for delivery to potential clients, assist with proposal preparation, and other marketing related activities.
Provide proofing services to office staff including neatness, completeness, grammar, logic, and tone, in addition to ensuring spelling, names, addresses, and project references are properly executed in emails and documents leaving the office. Have your work proofed by a knowledgeable co-worker prior to sending beyond the office.
Process weekly staff timecards and create project budget reports.
Work closely with consultants to track the financial status of projects. Print reports regarding the status as needed. Create itemized statements recapping billings and payments on projects.
Create client billing invoices and coordinate with the Consultants to verify details.
Review contracts for items that affect billing requirements and identify these items so that consultants can easily proof the billings for conditions and status, before they are sent.
Maintain Proposal Database and monitor contract data.
Make adjustments to the billing database as needed for addressing the requirements of a project, such as sub-codes, splitting records, etc.
Other general office duties, as they arise.
High school diploma or greater.
Solid written and verbal communication skills, including knowledge of the proper use of the American English Language and usage of business writing methods.
Experience answering telephones and ability to politely handle difficult callers.
Computer skills, understanding, and competent experience with MS Office suite.
Ability to work independently as well as with a team, either in person or remote.
Ability to retain confidential information.
Excellent organizational, multitasking, and time-management skills, with the ability to prioritize tasks, while being thorough and detail oriented.
Capable of learning to use office machines effectively and understanding processes.
Ability to be resourceful and proactive when issues arise.
Understanding of basic accounting principles.
Understands basic financial management of project flows, different billing types, and general office techniques.
Understanding of travel and shipping arrangement requirements.
Willingness to submit to a background check.
SBD offers a competitive compensation and benefit package that is based on experience. The following benefits are included once eligible:
Medical, Dental, and Vision for the employee and their family
401k Safe Harbor equal to 3% of annual gross income