Administrative Assistant

Application Instructions

Thank you for your interest in the Administrative Assistant, position. To ensure your application is complete and considered, please follow these instructions:

1. Prepare Your Application Materials

2. Complete the Online Application Form

3. Upload Your Documents

4. Answer Pre-Screening Questions

5. Submit Your Application

Position Description

POSITION OVERVIEW

The Administrative Assistant provides comprehensive administrative and office support to keep the day-to-day operation of our Jordan office running smoothly. This role is often the first point of contact for employees, visitors, customers, vendors, and other external partners and plays an important part in creating a professional and welcoming office environment. The position also supports mail and shipping, office supplies, travel and events, and Accounts Payable documentation and follow-up.

WHAT YOU'LL DO

• Welcome and assist office visitors and serve as a primary point of contact for inquiries received in person, by phone, and by email.
• Direct visitors, calls, and questions to the appropriate employee or department and provide general administrative support to office personnel.
• Retrieve, open, sort, and distribute incoming mail; manage the office postage machine and related supplies.
• Coordinate outgoing shipments through UPS, USPS, and FedEx, including management of the company FedEx account and shipping documentation.
• Monitor office supply inventory and order checks, tax forms, stamped envelopes, bottled water, and other office materials as needed.
• Support Accounts Payable by matching packing slips to invoices, scanning and electronically filing documentation, and managing the packing-slip email inbox.
• Run weekly hold reports, follow up with shop and field personnel for missing packing slips, and maintain accurate records that support timely invoice processing.
• Assist with company meetings, events, and office functions, as well as business travel arrangements including hotels, airfare, and rental vehicles.
• Provide day-to-day administrative assistance to employees and management and support special projects and other administrative needs as assigned.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

This position works in a professional office environment and regularly uses computers, telephones, scanners, printers, postage equipment, and other standard office equipment. The employee must be able to handle and distribute mail, packages, and office supplies and occasionally lift and carry office supplies or packages as needed.

CORE COMPETENCIES

Organization & Time Management • Attention to Detail • Communication & Customer Service • Problem Solving • Reliability & Follow-Through • Confidentiality & Professionalism • Teamwork & Collaboration • Ability to Multitask

Position Requirements

WHAT WE'RE LOOKING FOR

• High school diploma or equivalent required; additional administrative or business education preferred.
• Previous experience in an administrative, office support, receptionist, or similar role preferred.
• Strong organization, time-management, and multitasking skills with the ability to prioritize competing needs and meet deadlines.
• Excellent written and verbal communication skills and a professional, friendly, customer-service-oriented approach.
• Strong attention to detail and accuracy, with consistent follow-through.
• Proficiency with Microsoft Office and standard office equipment.
• Ability to work independently while also contributing to a team environment.
• Ability to maintain confidentiality and appropriately handle sensitive business information.

Equal Opportunity Employer

S.M. Hentges & Sons Inc. is an equal opportunity employer and encourages female, minority, veterans, and individuals with disabilities to apply. Applicant will receive consideration for employment regardless of their race, color, creed, religion, national origin, sex, sexual orientation, disability, age, familial status, membership or activity in local human rights commission, marital status, or status with regard to public assistance