Administrative Assistant

About the Role

This is a temp-to-hire position. The Administrative Assistant provides administrative services to the company and supports Management Team Members. Primary responsibilities are assigned by Management while being capable of performing all office functions.

Responsibilities

• Maintains confidentiality in all aspects of customer, vendor, and staff information
• Answers phones, takes messages, and directs all incoming calls to the appropriate party promptly and efficiently
• Communicates and handles incoming and outgoing electronic communications on behalf of management and the Company
• Opens, sorts, and distributes incoming correspondence, including faxes, mail, and emails
• Compiles, copies, scans, sorts, and files records of office activities, business transactions, production activities, purchase orders, and other activities
• Processes customer orders and release requests from receipt to entry into the Enterprise Resource Planning (ERP) system
• Manages the shipping schedule, generates shipping documents to facilitate review, and arranges shipments using the correct methods
• Completes and mails bills, invoices, checks, or any other documentation as needed
• Greets visitors and determines the purpose of their visit, providing access as appropriate
• Operates office machines, such as photocopiers, scanners, faxes, voice mail systems, and computers
• Maintains and updates filing, mailing, and database systems, either manually or using a computer
• Monitors office supplies inventory and orders supplies as needed
• Prepares responses to correspondence containing routine inquiries as required
• Communicates with customers and other individuals to answer questions, disseminate or explain information, and provide feedback
• Performs any other duties as assigned by a supervisor

Requirements

• Knowledge of standard office administrative practices and procedures, organizational and planning skills
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Ability to interact with staff at all levels in a fast-paced environment
• Ability to problem-solve quickly and prioritize daily tasks according to their importance

Qualifications

• High school diploma or equivalent
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• At least 3 years of experience providing support at the executive level is preferred
• Ideally experienced in handling a wide range of administrative and executive support-related tasks
• Ability to work independently with little or no supervision

Working Conditions

• Occasionally works near moving mechanical parts and is exposed to wet and/or humid conditions, ambient air, fumes, or airborne particles
• The noise level in the work environment is usually moderate but may occasionally require safety equipment

Physical Requirements

• Must be able to perform physical responsibilities utilizing arms, hands, and fingers for required functions
• Must be able to stand, sit, walk throughout the facility and stairs, bend, squat, and kneel
• Ability to lift items weighing up to 35 lbs.

Pay

$19.00 - $20.00/hour

Benefits

• Eligible after 1st day: Paid holidays, Employee Assistance Program
• Eligible after 90-day probation period: Medical, Dental, Vision, Basic Life/AD&D Insurance, Voluntary Term Life/AD&D Insurance
• Health Savings Account (HSA), Flexible Spending Account (FSA), Dependent Care Account, Commuter Transportation Management Account
• Vacation time, Sick time
• Eligible after 1 year of service: 401(k) with Employer Match, Potential for discretionary bonus