Administrative Assistant

Job Description

Job Description

Overview

We’re hiring an Administrative Assistant for our family-owned manufacturing operation in Oak Ridge, Tennessee. This is an on-site position supporting the day-to-day administrative functions of the company, including phones, visitors, travel arrangements, purchasing, mail, filing, employee time entry, and general office coordination.

You’ll be the first point of contact for many customers, vendors, and callers while keeping the front office organized behind the scenes. This role requires strong attendance, clear communication, attention to detail, and consistent follow-through across a wide variety of daily responsibilities.

Why Join Us

• 401(k) Match: Historical 150% company match after eligibility requirements.
• Paid Time Off: 13 PTO days plus 11 paid holidays.

Responsibilities

• Front Desk: Answer the switchboard and field incoming calls to appropriate employees.
• Visitors: Welcome guests and coordinate customer and vendor visits within VTI.
• Travel: Arrange employee flights, hotels, rental cars, and related reservations.
• Filing: Maintain orders, purchase orders, active files, and archived records.
• Mail & Deposits: Process mail, prepare checks for deposit, and match invoice files.
• Office Supplies: Inventory and purchase cleaning supplies, office supplies, and printer cartridges.
• Office Support: Copy reports, bind training manuals, and assist employees with administrative needs.
• Time Entry: Collect and enter time for technical department personnel.
• Office Coordination: Schedule conference rooms, luncheons, and maintain personnel contact listings.
• Facilities: Maintain front-office, conference room, break room, and kitchen organization.
• Office Equipment: Coordinate servicing of copiers, fax machines, and other office equipment.
• RMA Administration: Assign Return Merchandise Authorization numbers as needed.

Requirements

Qualifications

Required

• Strong and dependable attendance
• Clear verbal and written communication skills
• Professional and courteous telephone manner
• Strong attention to detail
• Working knowledge of Microsoft Word and Excel
• Ability to manage multiple administrative responsibilities
• Ability to work independently and follow directions

Preferred

• Associate’s degree in business or related field
• Eight to ten years of office experience
• Experience with standard office procedures
• Experience operating common office equipment
• Experience coordinating business travel
• Previous front desk or administrative support experience