Administrative Assistant

Colonial Materials, Inc.

Location Pin Icon
Fresno, CA

Job Description

As posted by the hiring company

Job Overview:

GMS is the leading North American distributor of gypsum wallboard, acoustical ceiling products and other specialty building materials. Founded in 1971, GMS now operates a network of more than 250 distribution centers nationwide. For more information about GMS, visit or any one of our subsidiary company websites.

The PGS – Westside II, Inc. (Fresno) Administrative Assistant will be responsible for providing administrative support to the office and accounting department.  This role requires outstanding organizational skills, along with the ability to multitask.  The successful candidate must be a self-starter, proactive, and possess the ability to work through competing priorities with minimal supervision and direction. 

Duties & Responsibilities:

·         Accurately processes purchase orders in a timely, effective manner by making sure vendor quotes/pricing is applied correctly and verifying precise quantities of materials received.

·         Maintains digital and paper filing systems included but not limited to: invoices, customer orders, purchase orders and customer checks.

·         Answers multiline phones.

·         Writes up customer orders / assists at the front counter as needed.

·         Update of data entry: processing preliminary lien notices, adding "ship to's" and other projects as needed by office staff.

·         Prepares expense reports for approval in excel and copies receipts.

·         Mails customer statements and invoices.

·         Supports sales team by maintaining job tracking.

Key Dimensions:

·         ACCOUNTS RECEIVABLE: Scan checks/prelims, data entry, scan tickets, mail invoices and statements 

·         ACCOUNTS PAYABLE: Manage & process purchase orders, scan purchase orders, scan invoices, collect missing invoices

·         CUSTOMER SERVICE: Type quotes and assists in uploads, uploads info into tracking system, assists with customer service needs on the phone, email or in-person.

Other Competencies:

·         Ability to self-manage, show initiative and be proactive

·         Communicate professionally, both verbally and in writing to coworkers and customers


·         General computer knowledge & application of Microsoft Office, Word, Excel and Outlook

·         Accurately type 50 wpm & 10 key ability 

·         High School Diploma

·         Ability to problem solve, work in a consistently fast-paced environment

·         Bilingual in English & Spanish is a plus

Physical Requirements:

·         Occasionally lift/carry up to 50 lbs.

·         Occasionally push/pull up to 50 lbs.

Company Benefits:

·         Medical, Dental, Vision, Disability & Life Insurance

·        401k

·        Paid holidays, sick & vacation days

This job description is subject to change at any time.

Launch your career with a national building materials distributor and discover opportunities for growth and advancement. Our people have the independence and authority to make a difference. We invest in relationships, and every person is important. Our highest priority is serving others. We passionately pursue a safe work environment along with a relentless focus on operational excellence. We believe you can never go wrong doing the right thing.