Administrative Assistant

This position reports to the Office Manager and plays a key role in supporting all departments by performing a wide range of administrative, clerical, and office coordination tasks. It is vital to maintaining efficient operations, ensuring accurate documentation, and supporting internal communications and processes across the organization.

Responsibilities

• Front Desk & Office Support:
  • Greet and direct visitors, answer inquiries, and maintain a welcoming environment.
  • Answer, screen, and redirect phone calls; take messages as needed.
  • Receive deliveries; sort and distribute incoming mail.
  • Maintain and order office supplies.
  • Run company errands as needed.
• Administrative & Clerical Duties:
  • Maintain electronic and hard copy filing systems in a confidential manner.
  • Perform data entry, scanning, mailing, copying, and faxing.
  • Schedule appointments, meetings, and travel arrangements.
  • Maintain contact lists and update office policies and procedures.
  • Assist with document preparation including letters, memos, reports, quotes, proposals, and emails.
• Accounting & Financial Support:
  • Open and date-stamp incoming invoices; route to appropriate departments for approval.
  • Verify receipt of goods and enter invoices into the accounting system (Accounts Payable).
  • Support Accounts Receivable tasks and perform check deposits.
  • Knowledge of Sage/Peachtree is a plus.
• Human Resources Support:
  • Lead recruitment and onboarding activities including job postings and new hire orientations.
  • Coordinate employee evaluations and performance tracking.
  • Maintain vacation calendar and assist with compensation and incentive plan administration.
  • Track employee training and development activities.
  • Stay current on employment laws and HR regulations; advise management as needed.
  • Enter and update employee records.
• Inventory & Job Tracking Support:
  • Write POs and update stock lists when needed.
  • Assist with job entry and tracking using DST Trimmer log (jobs, parts, etc.).
  • Retrieve images from inspection cameras as needed.

Qualifications

• Proven experience in administrative support roles.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Word, Excel, and ERP systems.
• Working knowledge of accounting functions (AP/AR) is required.
• Experience with Sage/Peachtree is a plus.
• Strong communication and interpersonal skills.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Long-term disability
• Paid time off (PTO)
• Optional supplemental insurance