Administrative Assistant

Job Description

Job Description

Position Summary: 

The Administrative Assistant provides essential administrative and operational support to ensure the efficient day-to-day functioning of multiple operations. This role is responsible for maintaining accurate records and supporting production, inventory, and logistics activities. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining strong communication with internal teams and external partners.

Essential Duties & Responsibilities:

• Consistently monitor and manage incoming correspondence, including emails and calls, and facilitate timely responses. 
• Track and order office and operational supplies to ensure adequate inventory levels. 
• Monitor and maintain inventory records and address reporting discrepancies as needed. 
• Track production schedules and billable items.  
• Coordinate carrier check-ins and check-outs, ensuring accurate documentation and communication. 
• Perform payroll entries daily for management review. 
• Perform additional duties as needed to support project completion

Required Qualifications:

• High school diploma or GED equivalent. 
• Minimum of 2 years of administrative experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
• Strong organizational skills with a high level of attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

Preferred Experience:

• Associate degree in business administration or related field.
• Experience in industrial, manufacturing, or repair shop environments.
• Experience with payroll, timekeeping, or employee onboarding documentation.

Physical Requirements:

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to occasionally lift and carry up to 25 pounds (e.g., project files or office supplies).
• Ability to view computer screens and printed materials with or without reasonable accommodation.
• Required use of PPE (hard hat, safety vest, steel toe boots, life vest) in operational areas.
• Occasional travel to job sites may be required.

Work Environment:

• Office environment
• Exposure to noise, weather conditions, water, and heavy mechanical equipment. 
• Fast-paced, safety-sensitive environment requiring adaptability and situational awareness. 
• May require extended hours to support operational needs.