Administrative Assistant

About the role

North American Rail Solutions (NARS) is seeking a highly organized and adaptable Administrative Assistant to perform a variety of administrative and clerical tasks across all functional departments, including Accounting, Human Resources, Sales, and Operations. The ideal candidate should have excellent communication skills, both written and verbal, and be able to handle multiple tasks efficiently while maintaining the highest level of confidentiality.

Responsibilities

• Performs all administrative functions, including scheduling, reception, mail distribution, and office supplies procurement.
• Welcomes and directs visitors and clients.
• Ensures the office space is organized, clean, and well-maintained.
• Coordinates with vendors for repairs and maintenance as needed.
• Coordinates team events and activities to foster a positive work culture.
• Serves as a point of contact for internal and external communication. Answers phone calls, responds to emails, and directs inquiries to the appropriate team members.
• Maintains accurate records, documents, and files, ensuring compliance with company policies and legal requirements.
• Manages relationships with vendors, service providers, and suppliers. Obtains quotes and negotiates contracts to secure cost-effective services.
• Gathers and prepares payroll data based on current payroll policies and procedures, and reports to the corporate team on processing and verifying accuracy.
• Assists in onboarding new employees, including setting up workstations and ensuring necessary equipment and supplies are available.
• Performs essential accounting functions such as creating purchase orders, Account Payables (A/P), and equipment inventories for the assigned office.
• Makes travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Prepares communications, such as memos, emails, invoices, reports, and other correspondence.
• Manages accounts and performs bookkeeping.
• Performs other duties as assigned.

Requirements

Education Required: High School Diploma or GED

Work Experience Required: 3+ years of experience in an administrative role.

Skills

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Ability to multitask effectively.
• Paylocity and/or CMiC experience, a plus.