Administrative Assistant

About the role

Support the operation of a multimillion-dollar company by effectively operating a multiline phone system, greeting guests, and providing daily assistance to office staff. The company provides a full suite of millwrighting services including installing, setting, aligning, and leveling machinery and equipment, dismantling, refurbishing, reassembling, and moving, as well as close tolerance and precision alignment, fabrication, concrete construction, and industrial HVAC solutions.

Responsibilities

• Answer incoming telephone calls and route to appropriate personnel
• Welcome on-site visitors and direct to appropriate personnel
• Assist accounts receivable department with credit card receipts and retail store reconciliation as needed
• Open mail and route to appropriate personnel
• Maintain office and breakroom supplies
• Perform other clerical duties as needed, such as scanning, filing, copying, etc.
• Assist employment candidates with online application process as needed
• Send correspondence to customers as necessary to update accounts
• Assist office staff with employee appreciation meetings, weekly team meetings, and customer/vendor special events
• Assist management team with duties as requested
• Serve as an assistant to office staff needs

Qualifications

• High school diploma or general education degree (GED)
• One year related experience and/or training, or equivalent combination of education and experience
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions
• Ability to deal with problems involving a few concrete variables in standardized situations
• No supervisory responsibilities

Skills

• Knowledge of Outlook, Excel, and Word
• ProCore and/or Sage300 (aka Timberline) experience a plus

Physical Demands

• Regularly required to sit and talk or hear
• Frequently required to stoop, kneel, or crouch
• Occasionally required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms
• Occasionally lift and/or move up to 25 pounds
• Specific vision abilities: close vision, distance vision, color vision, depth perception, and ability to adjust focus

Work Environment

The noise level in the work environment is usually quiet.