Administrative Assistant

Job Description

Job Description

Primary Job Title: Administrative Assistant
Alternate/Related Job Titles: Office Coordinator, Administrative Coordinator, Office Assistant, Administrative Support Specialist

Location: Cibolo 

Pay: $15.00 - $17.00

Essential Responsibilities

Administrative Assistant - Bilingual (English & Spanish) 

• Serve as the primary receptionist for incoming phone calls.
• Provide general administrative support to Signature Plating personnel.
• Assist onsite visitors and maintain the office welcome board.
• Maintain conference room supplies and general office inventory.
• Collect, sort, and distribute daily mail.
• Perform filing, document organization, and other administrative duties as assigned.
• Maintain confidentiality when handling employee, customer, and vendor information.
• Shred confidential documents containing customer or vendor information on a daily basis.

Timekeeping, Payroll & Employee Support

• Enter daily hours for hourly employees into the Overtime Spreadsheet.
• Distribute daily overtime information to applicable managers and supervisors.
• Assist with weekly payroll processing.
• Manage and maintain the Humanity Time (TIMECO) time and attendance system.
• Assist employees with communications and questions involving the company’s PEO partner.
• Coordinate and maintain new-hire and employee documentation.
• Ensure all required employment paperwork is completed prior to an employee’s start date, including benefit applications and related documentation.
• Coordinate pre-employment drug testing when required.
• Assist with employee training, communication, and onboarding.
• Support rental uniform assignment and management.

Purchasing & Vendor Management

• Manage daily and weekly purchasing activities.
• Assist with maintaining supplier and vendor records in SAGE, including:
  • Current contact information
  • Supplier approval documentation
  • Payment terms
  • Vendor and supplier order confirmations
• Provide backup purchasing support as needed.
• Generate Purchase Orders from Material Requisition Forms.
• Generate Purchase Orders from Inventory Reorder Reports.
• Confirm expected Purchase Order delivery dates.

Accounts Payable & Invoice Processing

• Receive and process invoices.
• Reconcile invoices against Purchase Orders and file supporting documentation.
• Enter non-PO invoices into the accounting system on a daily/weekly basis.
• Maintain organized open/unpaid invoice files.
• Organize and prepare A/P checks for mailing.
• Mail checks according to established procedures.
• File paid invoices with corresponding check stubs.

Sales & Customer Support

• Prepare and mail customer invoices according to standard procedures and specific customer requirements.
• Ensure appropriate postage is applied.
• Maintain accurate customer account files and documentation.

Production & Analytical Data

• Enter and maintain analytical tracking log data.
• Update and post daily production tracking reports and charts.
• Enter weekly chemical tank analysis data.
• Maintain daily tank and wastewater readings, including:
  • Nickel
  • Acid Copper
  • Chrome
  • Pearl Brite
  • Electro black
  • Nickel Strike
  • RO/DI Systems
  • Wastewater
• Ensure logbooks contain current and accurate graphs and readings.

Records & Filing

Maintain organized and current vendor and customer files, including:

Vendor Files

• Open/unpaid invoices
• Received Purchase Orders
• Paid invoices
• Current vendor documentation

Customer Files

• Open/unpaid invoices

• Paid invoices

• FFL customer files

• FAA customer files

• Organize previous and historical records in appropriately labeled storage boxes.

• Maintain accurate, accessible, and confidential records.

Required Qualifications & Skills

• Bilingual in English and Spanish required.
• Previous administrative or office support experience preferred.
• Experience with payroll, timekeeping, accounts payable, purchasing, or HR support is highly desirable.
• Familiarity with an ERP/accounting system; SAGE experience preferred.
• Proficiency with Microsoft Office and Microsoft products.
• Strong data-entry and organizational skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet daily and weekly deadlines.
• Strong written and verbal communication skills.
• Ability to handle confidential employee, customer, and vendor information professionally.
• Ability to work independen