Administrative Assistant

Company Description

Fitz-Thors Industries provides end-to-end engineering design and contract manufacturing services. Specializing in product development, the company helps bring concepts to market through their proven design-for-manufacture and development process. Fitz-Thors also offers prototyping and production services across industries such as consumer products, medical devices (ISO 13485 Certified), aerospace, and defense (AS9100/ISO9001 and CMMC L2 Self Certified). With a team of mechanical and electrical engineers, machinists, and fabricators, Fitz-Thors delivers innovative, U.S.-based solutions tailored to diverse client needs. Headquartered in Birmingham, AL, the company has grown by delivering meaningful, high-quality service to customers of all sizes and industries.

Role Description

• Greet clients and other office guests and facilitate the restricted party screening and check-in process
• Maintain visitor logs, issue and recover visitor badges and coordinate visitor escorts as required.
• Answer and route incoming calls on the main company line in a professional and timely manner
• Receive incoming shipments, verify contents against packing list, and distribute to proper area
• Collect and distribute incoming mail, scan and file paper invoices as received
• Schedule, prepare, and track outgoing shipments/mail to customers and vendors as needed
• Monitor and maintain office and common area supplies
• Ensure office and common areas remain clean and organized (clean refrigerator as needed)
• Coordinate travel arrangements (flights, hotels, rental cars, etc.) for staff as requested
• Submit and track orders for employees using purchase orders and/or company credit card
• Maintain PO list and ensure orders are received when expected
• Create and maintain filing systems, both electronic and physical (archive physical files annually)
• Maintain equipment log and tag new equipment when purchased
• Perform miscellaneous bookkeeping tasks in an electronic accounting system as requested
• Notarize documents and support staff with any clerical tasks as requested
• Monitor the ***email_hidden*** email inbox and forward emails to the appropriate person
• Assist with office related events (order food, prep meeting area, clean up after event, etc.)
• Prepare and mail out marketing materials as needed
• Prepare/update customer quotes in accounting system as requested and file electronically
• Maintain and update current job list
• Assist employees with company vehicle reservations
• Assist with new employee onboarding (introductions, issue shirts, explain office resources, etc.)
• Update HubSpot as quotes are sent to customers and when quotes are won/lost
• Perform other duties as assigned by the Chief Administrative Office or other members of leadership

Qualifications

• High school diploma or equivalent
• Proficiency with Microsoft 365 (Outlook, Word, Excel) and strong general computer skills
• Prior administrative experience
• Demonstrated attention to detail and accuracy
• Working knowledge of general office equipment (multifunction printers, postage and shipping equipment, scanners)
• A certified Notary Public for the State of Alabama is preferred
• Strong written and verbal communication skills and a professional appearance and demeanor in a client facing setting
• Ability to work independently, prioritize competing requests, and maintain composure in a busy environment
• Ability to maintain confidentiality and exercise discretion with sensitive information
• Valid driver’s license with a clean driving record
• Ability to lift and carry up to 50 pounds and to stand, sit, bend, and reach as required to receive shipments and perform routine office tasks
• Authorized to work in the United States; able to meet any applicable ITAR or export control eligibility requirements