Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for providing administrative and operational support to ensure the efficient operation of the office. This position will assist with customer and internal communications, data entry, shipment coordination, accounts payable processes, filing, and other general office functions. The ideal candidate is organized, detail-oriented, professional, and able to effectively manage multiple priorities in a fast-paced environment.

Duties/Responsibilities:

• Administrative Support: Provide administrative assistance and maintain a polite, professional, and helpful presence when interacting with customers, vendors, and employees by phone, email, and in person.
• Customer and Office Support: Answer and direct phone calls, respond to inquiries, direct communications between colleagues and customers, and assist with general office needs.
• Conveyor Shipment Coordination: Set up and coordinate shipments for conveyors, including preparing shipment information, communicating with carriers and internal personnel, and ensuring necessary documentation is completed accurately and timely.
• Accounts Payable Support: Assist with accounts payable processes, including AP vouchering and other accounts payable-related duties as needed.
• Data Entry: Accurately enter, update, and maintain information in company systems, spreadsheets, and other records. Review data for accuracy and completeness.
• Front Desk Management: Manage, clean, and organize the front desk and ensure the reception area presents a professional image.
• Mail: Collect, sort, and distribute incoming mail and assist with outgoing mail and shipments as needed.
• File Management: Organize and maintain physical and electronic files, ensuring information is properly sorted, current, and easily accessible.
• General Office Tasks: Perform a variety of administrative duties and provide support to other departments as needed.
• Additional Responsibilities: Perform other duties and responsibilities as assigned.

Qualifications:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Strong attention to detail and organizational skills.
• Strong technical aptitude and problem-solving skills.
• Ability to accurately perform data entry and maintain confidential and sensitive information.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong motivation, dependability, and drive.
• Ability to work independently while also functioning effectively as part of a team.
• Previous administrative, accounts payable, shipping, and office experience preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds at a time.
• May require occasional movement throughout the facility to obtain documents, materials, or assist with office and shipping-related activities.
• Occasional travel may be required.