Receptionist / Office Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for providing day-to-day administrative and operational support to ensure the efficient operation of the office and facility. This position supports multiple departments, including payroll, human resources, purchasing, and operations, while maintaining accurate records, managing facility access procedures, and assisting with general office coordination. The role requires strong organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced office environment.

Key Responsibilities

Office Administration & Reception

• Manage office phone lines at opening and closing of business operations.
• Answer incoming calls, direct calls appropriately, and take accurate messages.
• Monitor facility cameras and manage gate access systems.
• Screen visitors and ensure proper sign-in and facility access procedures are followed.
• Listen to employee call-out voicemails and distribute daily call-out notifications via email to management and applicable personnel.
• Maintain organized electronic and physical filing systems for office and project documentation.
• Scan, file, and maintain job-related documents in electronic folders.
• Maintain office supply inventory and coordinate replenishment with Purchasing.

Access Control & Employee Support

• Create and submit facility access requests for employees and temporary staff using Microsoft Outlook, Excel, Word, and Adobe Acrobat Pro.
• Monitor facility access requests and update as needed.
• Create and print badges for new hires and employees as needed.
• Support Human Resources with hiring and onboarding activities as needed.
• Maintain and manage employee time records within the company timekeeping software.
• Enter temporary labor hours into Excel spreadsheets and maintain accurate time records for temporary staff.
• Review and distribute temporary labor timesheets to corresponding staffing agencies on a weekly basis.
• Enter monthly driving logs into Excel for company drivers.

General Administrative Support

• Receive purchase orders within the ERP system (JAMIS).
• Maintain a clean and organized front desk and reception area.
• Complete mail distribution, copying, and general clerical support tasks.
• Monitor printer and fax machine functionality throughout the day and address issues as needed.
• Deliver documents and correspondence to office employee mailboxes.
• Monitor and maintain office supply inventory levels.

Skills & Competencies

• Strong organizational and time management skills with the ability to prioritize multiple tasks and meet deadlines.
• Proficient in Microsoft Office Suite, including Excel, Word, and Outlook.
• Proficient in Adobe Acrobat Pro.
• Strong verbal and written communication skills.
• Strong attention to detail and document accuracy.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work independently and collaboratively in a team environment.
• Ability to adapt quickly to changing priorities in a fast-paced office setting.

Required Qualifications

• High school diploma or GED equivalent.
• Minimum of 5 years of experience in an administrative or office environment.
• Proficiency with Microsoft Office Suite and Adobe Acrobat Pro.
• Ability to obtain and maintain a TWIC badge.

Preferred Qualifications

• Experience within a shipyard, marine, industrial, or government contracting environment.
• Timekeeping, payroll support, or human resources experience.

Work Environment

• Primarily performed in a fast-paced office environment within an industrial or shipyard setting.
• Frequent use of computers, office equipment, telephones, and administrative systems.
• Requires interaction with operational personnel and vendors.
• Must be able to remain seated or stationary for extended periods and occasionally move throughout the facility as needed.

Job Type: Full-time

Pay: $20.00 -$25.00 Per hour

Ameri-Force Benefits

As part of the Ameri-Force team, a recognized ESOP company, you have a personal stake in the collective success of the organization, fostering a collaborative and rewarding work environment. Our competitive benefits package includes:

• Industry Leading Pay
• Medical Coverage
• Dental Coverage
• Vision Coverage
• Short Term Disability Benefits
• Term Life Benefits
• Referral Bonuses

*Referral Bonuses are available for specific jobs only

About Ameri-Force

Since 1991, Ameri-Force has been a leader in skilled trades staffing, offering a people-focused approach that provides competitive advantages for our clients and rewarding career opportunities for our contract employees. Leveraging our deep expertise in maritime, manufacturing, aerospace, industrial, and energy sectors, we ensure a seamless experience by efficiently managing federal and state taxes, unemployment, and workers compensation. In addition, we offer a comprehensive benefits package, including medical, dental, vision, short-term disability, and life insurance, tailored to meet the needs of our workforce. Join Ameri-Force and be part of a company that values your success.

Learn more at ameriforce.com

* Note: The specific duties, skills and qualifications may vary depending on the companys requirements and the nature of the tasks performed at the site. Employees must be willing to make reasonable adjustments to their tasks depending on the requirements of the client. We are an equal opportunity employer. We do not discriminate based on race, color, creed, religion, national origin, ancestry, citizenship status, marital status, age, sex, sexual orientation, gender identity, disability, veteran status, or any other protected characteristic as established by law.