Administrative Assistant

Office Assistant

Under the direction of the Office Manager, the Office Assistant is an exceptional multitasker and incredibly well organized. Check voicemails on the main office phone, maintain filing systems, and oversee the day's schedules and appointments for any interviews etc. Be the first point of contact for internal employees and visitors to the office. Basic computer skills with commonly used computer software such as Microsoft Office to do things like send emails, manage calendars, and update basic spreadsheets. Provide support to Human Resources Manager in day-to-day processes, maintaining a positive and efficient workplace.

Compensation Includes:

• Starting rate of $17.84-$29.73

Available Shift:

• 7am-3pm Monday-Friday

Position Summary:

The Office Assistant is responsible for a variety of administrative tasks to support the office operations. This includes managing correspondence, answering phone calls, greeting visitors, and maintaining records. The role also involves supporting the HR department and ensuring the office runs smoothly.

Essential Functions & Key Responsibilities:

• Office Admin Responsibilities, (65%)
• Support bookkeeping procedures for the company, data entry, and other various tasks needed.
• Managing incoming and outgoing correspondence, including emails, faxes, mail and packages
• Taking and delivering messages
• Answering phone calls, transferring callers as appropriate
• Greeting customers and visitors to the office, ensuring guests are comfortable and connected with the right office personnel. Escort vendors through office and plant as needed.
• Monitoring inventory for office and break room supplies as necessary to avoid interruptions in standard front office procedures.
• Filing and organizing records, invoices, and other important documentation.
• Submitting work orders and scheduling repairs for general office space and equipment.
• Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy.
• Create and update databases and records for financial information, personnel and other data as needed.
• Submit reports and prepare proposals and presentations as needed.
• Assist colleagues whenever there is an opportunity to do so.
• Backup Shipping Responsibilities, (10%)
• Examine daily outgoing shipment documentation to ensure inventory is available for shipments.
• Acknowledge and appropriately greet and direct drivers to correct dock door in a timely manner.
• Receive and process paperwork from drivers in a courteous and professional manner.
• Communicate with Logistics team/carriers to determine all orders will be picked up/delivered by 4pm.
• Preparation of outbound shipping documents as well as responding to inquiries for sales orders.
• Prepare and Print bills of lading and maintain documentation of goods shipped and received.
• Computer input to process customer orders.
• Complete daily truck logs.
• Create UPS/FEDEX shipments as needed.
• HR Responsibilities, (25%)
• Maintain personnel files
• Assist with recruiting
• Assist with tracking and maintaining attendance records
• Participates in company events and fundraisers
• Maintain a clean and safe work area
• Other duties as assigned

Candidate Requirements:

• High School diploma or equivalent
• Must have basic knowledge of Microsoft Word and Excel.
• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Great customer service and interpersonal skills
• Friendly, service-oriented personality
• Keen attention to detail
• Problem-solving and basic troubleshooting skills
• Comfortable in a fast-paced environment
• Flexibility and the ability to prioritize new tasks as they come in.
• Interpersonal communication
• Outstanding abilities to communicate in person, in writing and over the phone.
• Familiarity with common procedures and basic accounting principles used in the office.
• Ability to work diplomatically and civilly with all team members

Satisfactorily complete training courses as determined by management