Administrative Assistant

Summary:: The Administrative Assistant provides administrative support to ensure efficient operation of the branch office. This position supports multiple managers and employees through a variety of tasks related to organization and will be expected to effectively communicate with multiple branches when required. The ability to rely on experience and judgment to plan and accomplish goals with a wide degree of creativity and multi-tasking is expected.

Essential Duties and Responsibilities: Include the following, as well as other duties that may be assigned.

• Reviews and charges outstanding credit payments. Runs credit references queries on new customer accounts
• Prints Cycle Counts. Reviews and balances inventory location accuracy. Makes inventory adjustments when necessary
• Answers and directs phone calls to relevant staff
• Provides purchase order confirmations, shipping information to sales team & customers
• Enters certifications into ERP software
• Processes outside labor into total part costs
• Works with production to enter and bill WIP (Work in Process)
• Collects tax exempt certs and input into system
• Enters and processes RMAs & credits
• Enters times into timekeeping software and track vacation/sick time
• Calculates and corrects part costs
• Works with accounting to ensure orders are processed through credit timely
• Receives and bills direct ship orders
• Calculates local delivery costs and apply to orders
• Make bank deposits. Collects customer checks and sends to Corporate. Manages petty cash
• Reviews and submits vendor invoices to Corporate weekly
• Mails & email invoices
• Files, orders office supplies, answers phones, directs calls and walk-ins.
• Calls for maintenance on building or front office issues
• Responds to customer-specific administrative requests (daily shipments, quality lists, etc.…)
• Sends daily emails on freight costs
• Processes WIP orders in SYSPRO, processing orders, reads prints, breaks down material used per job, adjusts usage, time per operation issued, and goods receipts
• Resolves inventory and discrepancy issues
• Provides clerical and administrative support to the warehouse department
• Provides feedback on progress or issues in a timely manner to Production Manager
• Ensures project documentation and value assurance to the accuracy of job details input by operations/ machinists
• Communicates and works closely with warehouse personnel
• Maintains a strong focus on job processing and problem resolution
• Provides reasonable responses to inquires – email, voicemails, requests, etc.

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office Suite (Word, Outlook, Excel)
• Proficiency in standard office and database programs/equipment
• Knowledge of CRM software

Education and Experience:

• High School Diploma or equivalent
• Bachelor’s Degree from an accredited university preferred
• 1-3 years’ experience in an administrative role

Benefits Package:

• DailyPay Earned Wage Access
• Medical
• Dental
• Vision
• Flexible Spending Account
• 401K Plan with Company Match
• Basic Life and AD&D
• Voluntary Life Insurance
• Long Term Disability
• Employee Assistance Program
• Paid Time Off (PTO)
• Paid Holidays
• Morgan Stanley Financial Advice
• Short Term Disability
• Accident, Critical Illness and Hospital Indemnity
• MetLife Legal Plan
• Norton LifeLock
• LifeMart Employee Discounts

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to talk and hear. The employee is frequently required to type, use telephonic devices and view data on computer screens. The employee is occasionally required to stand, walk, sit, and reach with hands and arms. The employee must occasionally lift/and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this Job, the employee is frequently exposed to office equipment. The noise level in the work environment is usually moderate.

Job Type: Full-time

Equal Opportunity Employer: Disability/Veteran