ADMINISTRATIVE COORDINATOR

JOB SUMMARY

Provide administrative and business detail support for the branch office by performing a variety of administrative tasks. 

ESSENTIAL DUTIES

• Perform accounts payable duties to include researching purchase orders, maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department.
• Issue Purchase Orders for Modernization and construction departments.
• Enter construction and mod employee’s weekly hours into Vision in a timely manner for payroll to be processed. 
• Serve as backup to Office Manager as needed for proper payroll processing of weekly union payroll in Vision and transmittal in ADP; record PTO hours taken and payouts.  
• Answer and transfer phone calls, screening when necessary.  
• Welcome and direct visitors and clients.  
• Maintain filing systems to include electronic filing as assigned.  
• Conduct research, compile and generate reports.
• Respond to and resolve administrative inquiries and questions.  
• Coordinate and schedule travel, meetings, and appointments for managers or supervisors.  
• Prepare agendas and schedules for meetings.  
• Record and distribute minutes or other records for meetings.  
• Coordinate maintenance of office equipment. 
• Order service uniforms as needed. 
• Train employees on the Concur expense app when needed.  
• Open and route incoming mail and packages. Prepare outgoing mail and packages.  
• Serve as backup for administrative duties as needed.  

This job description is not intended to be all-inclusive, and the employee will also perform other reasonably related business duties.

DIRECT REPORTS

0 - None

JOB QUALIFICATIONS AND REQUIREMENTS

• High school diploma or equivalent, or associate degree in business management, office administration, or equivalent combination of education and experience
• 2-3 years of experience in business administration or related field, preferably in a manufacturing environment
• Working knowledge of Microsoft 365 Office skills: intermediate in Excel; proficient in Word, Outlook, and PowerPoint.
• Ability to meet deadlines under pressure and maintain confidentiality
• Ability to utilize word processing, desktop publishing, spreadsheet, and database software effectively
• Ability to handle multiple tasks and duties simultaneously
• Strong interpersonal and communication skills and the ability to work effectively in a diverse community

SKILLS/CORE COMPETENCIES

• Technical Professional Knowledge
• Teamwork and Cooperation
• Communication
• Adaptability
• Customer Service Orientation
• Planning and Organizing

WORK ENVIRONMENT AND EXPECTATIONS

• Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.

The work environments are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.

Fujitec America is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or status as a protected veteran or any other protected class under federal, state, or local law.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be authorized to work for any employer in the U.S. We are currently unable to sponsor or take over sponsorship of an employment visa.