What are the responsibilities and job description for the Administrative Assistant position at Copperhead | Testing & Calibration?
Administrative Assistant
Entry to Mid-Level Role
Location: In-Person (Decatur, AL)
Type: Full Time
Pay: Negotiated
We are a fast-growing company seeking a highly organized and proactive Administrative Assistant to support critical operational and administrative processes. This role ensures smooth day-to-day operations, accurate records, and exceptional customer and vendor experiences.
Key Responsibilities
- Create, send, and track invoices to maintain accuracy and timeliness.
- Manage full-cycle Accounts Payable (AP): process invoices, schedule payments, and maintain positive vendor relationships.
- Answer incoming calls professionally and ensure a positive experience for every caller.
- Respond to all general inquiries (email, phone, chat) within the same business day.
- Accurately set up new customers and vendors in QuickBooks Online.
- Process payroll accurately and on schedule for every pay period.
- Oversee company insurance, including renewals, certificates, claims, and updates.
- Track and pay recurring expenses proactively to avoid disruptions.
- Assist with procurement of office supplies, equipment, and services within budget.
- Monitor bank accounts and credit lines daily, managing transfers and deposits as needed.
- Collect and categorize receipts to maintain audit-ready financial records.
- Lead employee onboarding, including paperwork, IT setup, benefits enrollment, and a seamless first-day experience.
- Stay relatively informed on customer orders, open items, software systems, and internal processes.
- Proactively communicate with customers regarding order status and any delays.
- Prioritize customer satisfaction: address concerns creatively, find solutions, and turn challenges into positive outcomes.
Qualifications
- Must be willing to go on customer sites in the initial phase to gain a deep understanding of what we do. (We believe this is imperative to excellence in all positions)
- Strong foundation in office administration and bookkeeping preferred.
- Positive, can-do attitude with a willingness to learn and adapt.
- Coachable and open to feedback.
- Comfortable thriving in a dynamic, growth-oriented environment.
- Able to operate independently with minimal oversight after the initial learning phase.
- Exceptional attention to detail with a proven ability to spot and correct errors quickly.
- Calm and professional under pressure.
- Excellent communication skills that build trust with customers and colleagues.
- Demonstrated ability to manage multiple priorities efficiently and accurately.
- Service industry experience is a plus.
Why This Role Matters
You will directly impact revenue through accurate invoicing, ensure operational continuity by managing expenses, and drive growth through outstanding customer service. This is a pivotal position that keeps the business running smoothly and positions us for continued success.
To Apply
Submit a brief introduction and resume to jobs@copperheadlabs.com
Entry to Mid-Level Role
Location: In-Person (Decatur, AL)
Type: Full Time
Pay: Negotiated
We are a fast-growing company seeking a highly organized and proactive Administrative Assistant to support critical operational and administrative processes. This role ensures smooth day-to-day operations, accurate records, and exceptional customer and vendor experiences.
Key Responsibilities
- Create, send, and track invoices to maintain accuracy and timeliness.
- Manage full-cycle Accounts Payable (AP): process invoices, schedule payments, and maintain positive vendor relationships.
- Answer incoming calls professionally and ensure a positive experience for every caller.
- Respond to all general inquiries (email, phone, chat) within the same business day.
- Accurately set up new customers and vendors in QuickBooks Online.
- Process payroll accurately and on schedule for every pay period.
- Oversee company insurance, including renewals, certificates, claims, and updates.
- Track and pay recurring expenses proactively to avoid disruptions.
- Assist with procurement of office supplies, equipment, and services within budget.
- Monitor bank accounts and credit lines daily, managing transfers and deposits as needed.
- Collect and categorize receipts to maintain audit-ready financial records.
- Lead employee onboarding, including paperwork, IT setup, benefits enrollment, and a seamless first-day experience.
- Stay relatively informed on customer orders, open items, software systems, and internal processes.
- Proactively communicate with customers regarding order status and any delays.
- Prioritize customer satisfaction: address concerns creatively, find solutions, and turn challenges into positive outcomes.
Qualifications
- Must be willing to go on customer sites in the initial phase to gain a deep understanding of what we do. (We believe this is imperative to excellence in all positions)
- Strong foundation in office administration and bookkeeping preferred.
- Positive, can-do attitude with a willingness to learn and adapt.
- Coachable and open to feedback.
- Comfortable thriving in a dynamic, growth-oriented environment.
- Able to operate independently with minimal oversight after the initial learning phase.
- Exceptional attention to detail with a proven ability to spot and correct errors quickly.
- Calm and professional under pressure.
- Excellent communication skills that build trust with customers and colleagues.
- Demonstrated ability to manage multiple priorities efficiently and accurately.
- Service industry experience is a plus.
Why This Role Matters
You will directly impact revenue through accurate invoicing, ensure operational continuity by managing expenses, and drive growth through outstanding customer service. This is a pivotal position that keeps the business running smoothly and positions us for continued success.
To Apply
Submit a brief introduction and resume to jobs@copperheadlabs.com