Administrative Assistant

The Administrative Assistant supports the company by providing information and resources to allow for efficient and competent operations. Under the direction of the Regional Controller, this role provides a high-level of administrative support including office administration, event coordination, document preparation and management, a resource for branch locations and manages organizational projects.

Key Responsibilities:

Reception:

• Welcome visitors by greeting them, in person or on the telephone.
• Screen incoming calls and transfer to appropriate staff members.
• Provide a bridge for smooth communication between the branch locations and corporate internal departments.
• Answer internal and external inquiries regarding processes, procedures, and provide information requiring general knowledge of company operations.

Communication:

• Control all internal and external mailing procedures related to shipping and mailing distribution procedures.
• Ensure the daily circulation of all USPS, FedEx Drop Box, and UPS Drop Box letters and packages as instructed per management.
• Dispense incoming mail to the office each day per confidential and financial guidelines and department specific process.

Administration:

• Support event planning responsibilities, as needed to ensure smooth flow of agenda by ordering supplies, researching venue information, getting all food order requests, placing and distributing food accordingly and essential post-event responsibilities.
• Ensure office equipment is in working order by responding to employee requests, initiate a service request, and follow-up with any work order requests.
• Restock and order all office supplies and ink cartridges through Staples account management program.
• Ensure supply budget controls to provide an adequate stock of stationery supplies. Perform inventory checks on a consistent basis and place orders as needed.

Database Management:

• Maintain the shared drive is aligned with administrative functions to ensure accurate record keeping and enter information from source documents by actively obtaining missing data.
• Ensure all documents get uploaded into the Spectrum system; develop system check to ensure the information is accurate, up-to-date and easily accessible to internal departments.
• Take ownership in actively reconstructing, auditing and requesting process improvements that create a more efficient and active record-keeping process for administrative items.
• Obtain approval and communicate any changes to management before implementation.
• Maintain all credit cards for the office and update all credit card authorizations for processing.
• Maintain fleet management records.
• Maintain office vacation schedules.

Qualifications:

Excellent interpersonal and communication skills, both verbal and written. Proficiency in telephone etiquette and ability to handle multiple phone lines. Strong organizational skills with attention to detail. Ability to prioritize tasks and manage time efficiently in a fast-paced environment. Familiarity with shipping and mailing procedures, including USPS, FedEx, and UPS. Experience in event planning and coordination is a plus. Proficiency in Microsoft Office Suite and office equipment troubleshooting. Discretion and ability to handle confidential information appropriately. High school diploma or equivalent; additional qualifications in office administration or related field are preferred.

Work Environment:
This job mainly operates in an office setting using standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Compensation:

$40,000-$50,000

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Equal Employment Opportunity

HATZEL & BUEHLER provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HATZEL & BUEHLER complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. HATZEL & BUEHLER expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of HATZEL & BUEHLER's employees to perform their job duties may result in discipline up to and including discharge.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.