Administrative Assistant

Who We Are

Emerald Transformer is the premier solution for electrical equipment. We provide a wide range of transformer services including remanufactured transformer stock, repairs, decommission, field technical services, parts, PCB disposal and recycling. Our national network of factories and service centers are strategically located to serve our broad and diverse customer base. We are committed to extending the life cycle of our customers' equipment and protecting their capital investment.

Job Summary

The Administrative Assistant provides comprehensive administrative, clerical, and accounting support to the office and General Manager to ensure efficient daily operations. This role is responsible for coordinating communications, preparing reports and correspondence, supporting customer order processing, and assisting with accounts receivable and collection activities. The position requires strong organizational skills, professionalism in customer and vendor interactions, and the ability to manage multiple priorities in a fast-paced office environment.

Manufacturing Core Responsibilities

• Provide general administrative and clerical support to the office and General Manager, including document preparation, correspondence, and record maintenance.
• Prepare reports, memoranda, transcriptions, letters, and routine correspondence, including research and compilation of requested information.
• Support customer reporting and order processing activities, ensuring accuracy and timely completion.
• Prepare, review, and distribute internal communications such as reports, order status updates, and information requests upon approval.
• Answer and route incoming telephone calls, take accurate messages, and ensure professional, courteous interactions with customers, vendors, and internal associates.
• Perform accounts receivable support functions, including invoicing assistance, customer account follow-up, and collection calls as assigned.
• Aid with basic accounting and financial administrative tasks, including tracking payments, reconciling records, and supporting financial reporting needs.
• Sort, distribute, and manage incoming and outgoing mail, including departmental mail distribution and pickup.
• Operate office equipment such as copiers, fax machines, phones, and computer systems to support daily office needs.
• Provide general administrative support to departments as needed and perform other job-related duties as assigned.

Customer Relationship Management (CRM)

• The ideal candidate will embody the following characteristics and possess the knowledge, skills and abilities listed below:
• Honest, trustworthy, reliable, and hardworking.
• High School Diploma required; Associate’s Degree preferred.
• Previous administrative or office support experience preferred.
• Experience supporting accounting, accounts receivable, or collections activities preferred.
• Working knowledge of accounts receivable processes, customer invoicing, and collection support.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Able to accurately prepare and analyze basic reports and data.
• Demonstrated ability to manage multiple tasks, priorities, and details simultaneously.
• Strong organizational, time-management, and problem-solving skills.
• Excellent verbal and written communication skills.
• Professional demeanor with tact, diplomacy, and courtesy when interacting with customers, vendors, and internal associates.
• Able to work independently and collaboratively in a team-oriented office environment.

Labor & Employment Law

Emerald Transformer is an equal opportunity employer providing equal employment opportunities to applicants and employees without regard to race, color, creed, sex, gender, sexual orientation, gender identity or expression, religion, age, national origin, ancestry, physical or mental disability (including pregnancy), uniform service, veteran status, marital status, medical condition including genetic characteristics, or any other category protected by federal, state, or local law.

Life at Emerald Transformer

Thriving here means committing to quality, being dependable, valuing the environment, having career pathing opportunities, offering an a-la-carte benefits structure, embracing second chance hiring philosophy, and providing supplemental insurance options. Hourly team members receive paid weekly, vacation and sick pay annually. Emerald Transformer is an equal opportunity employer.