administrative assistant

JOB SUMMARY:

The Administrative Assistant is responsible for managing the day-to-day operations of the office, supporting the executive team, and performing a variety of administrative tasks. This role includes tasks like managing correspondence, scheduling meetings, and organizing company records.

Supervisory Responsibilities:

• None.

Essential Job Functions:

• Processes and forwards sales agreement documents, order forms, work orders, and invoices to appropriate department.
• Assists with processing direct expenses, expense reports and the completion of monthly reports.
• Coordinates research sourcing and pricing from outside vendors and performs other purchasing related functions per operational guidelines.
• Maintains office database and filing system.
• Liaise with intercompany departments to supply and maintain information within a common format as required.
• Performs general secretarial duties. I.e., Answers and directs phone calls to appropriate parties or takes messages, handles incoming and outgoing office correspondence, organizes and schedules meetings and appointments.
• Prepares meeting agendas; assists in meeting preparations; and takes detailed minutes, when necessary.
• Assists with training, maintains office policies and procedures, and ensure they are implemented appropriately.
• Orders office supplies and research new deals and suppliers as needed.
• Supports staff with clerical tasks, including copying, faxing, taking notes, and making travel plans.
• Provides general support to visitors.
• Processes/coordinates AR activities as well as billing invoices.
• Directs the shipping and receiving material process and ensures SOPs are followed.
• Handles inquiries, resolve issues, and escalate complex issues to the appropriate team.
• Performs other duties as assigned.

Compliance:

• Operates with the highest level of conduct, integrity, and confidentiality.
• Adheres to company policies and procedures.

Skills & Abilities:

• Self-motivated with a results-driven approach.
• Excellent verbal and written communication skills.
• Ability to manage budgets, expenses, and negotiate with vendors and suppliers.
• Proficient in Microsoft suite, CRM or similar programs.
• Ability to build relationships and interact positively with employees, management staff and customers.
• Ability to identify issues, address them and provide effective solutions.
• Skills and ability to handle multiple tasks at once.
• Ability to maintain compliant with local, state, and federal regulations.
• Ability to adapt to changes and handle them with professionalism.
• Strong analytical and problem-solving skills.
• Ability to maintain confidentiality of conversations, data records, files, and other vital information.
• Ability to work independently and in a team to meet deadlines.
• Careful planning, multitasking, excellent time management and customer service skills are critical.
• Excellent attention to detail and accuracy in recordkeeping.

Education & Certifications:

• High school diploma or equivalent required.
• Bachelor's degree in related field preferred.

Experience:

• Minimum three years' experience as an Administrative Assistant or similar role.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

We are an Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.