Executive Administrative Assistant

Summary of Role and Responsibilities

· Responsible for providing high-level administrative and clerical support to the Operations Manager to ensure efficient daily operations in a fast-paced cabinet manufacturing environment

· Generate invoices by work order and verify dealer pricing by reconciling Engineering output to drawings.

· Submit invoices for cabinetry, work orders, samples, change orders, remakes, etc.

· Assist with tracking and reconciling the Production, Labor and Install Kanbans in Innergy.

· Confirm accurate digital files in work orders and prepare and distribute production related documentation to include, but not limited to, engineering packets and labels.

· Support the flow of information between departments for general communication and gathering data for metrics, audits and operational dashboards.

· Serve as a point of contact for the Operations Mgr. and respond to emails and phone calls as needed.

· Update Project information in Innergy by following the current Standard Operating Procedure.

· Confirm Purchase Orders in Innergy are reconciled, accurate documentation is uploaded and resolve any discrepancies with the Inventory Coordinator and Sales Delivery Coordinator.

· Schedule and coordinate meetings with internal teams or outside shop service vendors and prepare agendas and materials as needed.

· Assist with the Cabinet Library and other special projects as needed.

· Assist with job costing, accounting functions and safety as needed.

· Assist in scheduling and preparing for shop tours and customer visits.

· Manage phone calls, emails and visitor inquiries in a professional manner.

· Develop, maintain and update Standard Operating Procedures for the Executive Assistant position.

· Develop and implement procedures to ensure the operational Standard Operating Procedures are maintained and updated.

· Always follow general safety and OSHA guidelines.

· Maintain professionalism, respectful communication and a positive attitude companywide.

· Adhere to company policies and procedures to always ensure compliance.

· Perform tasks as assigned by the Operations Manager to help other team members and/or the company as a whole.

Minimum Knowledge, Skills and Abilities

· Strong organizational and multitasking abilities.

· Strong attention to detail, accuracy and follow-through.

· Excellent written and verbal communication.

• Excellent analytical, problem solving and time management skills.

· Ability to handle confidential or sensitive information with a high level of discretion.

• Ability to handle the fast-paced environment of the position and easily adapt to change.

· Ability to learn and use the company's software(s).

· Ability to read and interpret Standard Operating Procedures (SOP).

· Ability to read and interpret OSHA and safety guidelines.

Education and/or Experience Requirements

· Minimum of 5 years' experience in an administrative role or similar experience AND

· Must possess a valid driver's license and be eligible to drive per our insurance policy.

· Experience in cabinet operations or similar preferred.

Computer Skills Requirements

· Proficient in Microsoft Office Suite (Word, Excel, Outlook) or similar software

· Proficient in a Microsoft Windows and Google Drive environment

· Proficient in Technology

Work Environment

Work is regularly performed within a temperature regulated office setting with a moderate noise level. Work may be occasionally performed within a shop/production environment with exposure to irregular indoor temperatures, airborne particles, and a noise level of somewhat loud due to shop operations. All standard office equipment and required safety gear, to include safety glasses and masks, are provided.

Physical Factors

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit for extended periods of time with the occasional need to walk, regularly required to talk or hear and regularly reach with arms and use hands to work on a computer.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time. All personnel may be required to work overtime as needed.

Job Type: Full-time

Pay: $ $27.44 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Work Location: In person