Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant

Location: Watson Truck & Supply, Inc., Hobbs, NM (on location)

Employment Type: Full-time

Pay: Based on experience

Position Summary

The Administrative Assistant provides clerical, organizational, and operational support to help ensure smooth day-to-day office operations. This position also serves as a cross-functional administrative resource, providing backup support to accounting, human resources, and other office functions as needed. This role is responsible for managing records, documents, and general administrative tasks while maintaining professionalism, accuracy, and confidentiality.

Key Responsibilities

· Complete daily bank and post office errands, including deposits, mail drop-offs, pickups, and other business-related transactions.

· Distribute incoming mail and interoffice correspondence to the appropriate departments in a timely manner.

· Maintain and update the company newsletter by gathering information, coordinating submissions, and ensuring content is accurate and professionally presented.

· Perform daily scanning of documents and ensure electronic files are accurately named, organized, and stored.

· Maintain and update the company phone list to ensure employee contact information remains current and accessible.

· Email invoices, statements, and related account documents to customers accurately and in a timely manner.

· Assist with daily and weekly credit card reconciliations by organizing receipts, reviewing transactions, and supporting accurate recordkeeping.

· Cross-train in administrative, accounting, and office support functions to provide coverage during employee absences, vacations, or periods of increased workload.

· Assist Human Resources with filing, document organization, and the maintenance or clean-up of archived employee and administrative files.

· Assist with data entry.

· Handle confidential information with discretion and follow company policies and procedures.

· Answer and direct phone calls, emails, and other correspondence in a professional and timely manner.

· Maintain accurate electronic and physical filing systems, records, and office documentation.

Required Qualifications

· Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.

· Experience with office equipment such as printers, scanners, copiers, and phone systems.

· Ability to create and maintain spreadsheets, contact lists, reports, and tracking logs.

· Strong written and verbal communication skills.

· Excellent organization, time management, and attention to detail.

· Ability to prioritize tasks, meet deadlines, and work independently or as part of a team.

· Professional phone etiquette and customer service skills.

· Ability to maintain confidentiality and handle sensitive information responsibly.

· Driving record within company policy.

Preferred Skills

· Basic understanding of Accounts Payable, Accounts Receivable, and general accounting processes, including invoicing, purchase orders, or expense reporting.

· Experience working with accounting software, invoices, customer payments, vendor payments, and account reconciliations.

· Strong problem-solving skills and a proactive approach to supporting office needs.

· Bilingual communication skills are a plus, if applicable.

Work Environment

· Professional office setting, which may require sitting for extended periods, using a computer, communicating by phone and email, and occasionally lifting office supplies or materials.

· Open office-based environment in the General Office.

· Potential for growth and advancement as the employee develops skills, gains experience, and takes on additional responsibilities.

Compliance & Pre-Employment Requirements

· Employment is contingent upon successful completion of all pre-employment requirements. Candidates may be subject to pre-employment screening, including background verification, drug testing, physical examinations, motor vehicle record reviews, and other job-related assessments, as permitted by applicable federal, state, and local laws.

Equal Employment Opportunity Statement:

· Watson Truck & Supply, Inc. is committed to providing equal employment opportunities to all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable federal, state, or local law.