What are the responsibilities and job description for the Administrative Assistant position at Hunting?
The Administrative Assistant duties and responsibilities include but are not limited to:
2.1 Office Administration
2.1.1 Assistant to Office Manager.
2.1.2 Supports all departments in day-to-day activities.
2.1.3 Assist in managing office supply inventory.
2.1.4 Assist in organizing internal meetings and other company events. Order and pick up meals as needed for meetings and other company events.
2.2 Payroll
2.2.1 Balance and transfer daily time and attendance in D365.
2.2.2 Email daily labor hours to managers and supervisors.
2.3 Sales Order Processing
2.3.1 Enter sales order bookings daily in sales order log.
2.3.2 Enter sales order shipping daily in sales order log.
2.3.3 Enter invoice report daily in sales order log.
2.3.4 Enter sales orders processed for invoicing in sales order log.
2.3.5 Complete a cover sheet for AR to process sales orders.
2.3.6 Pick, pack and post sales orders for shipments daily.
2.4 Costing
In the absence of a Job Cost Analyst, the administrative assistant may be required to do the following:
2.4.1 Analyze the cost of each job in D365. Make the necessary adjustments as needed.
2.4.2 Gather internal cost information relating to specific work orders attached to sales orders, stock jobs and transfer orders including labor hours, material and inventory items related to the bill of materials.
2.4.3 Gather external cost information including purchase orders and freight cost.
2.4.4 Allocate miscellaneous cost including freight, royalties, and gauge rental.
2.4.5 Reconcile royalty spreadsheets with online databases for the licensee.
2.4.6 Analyze work order cost reports and sales order cost reports.
2.5 Receptionist
In the absence of a receptionist, the administrative assistant may be required to do the following:
2.5.1 Meet and greet incoming visitors.
2.5.2 Responsible for cleaning the reception area as needed.
2.5.3 Ensure that all visitors review Hunting’s HSE Orientation Policy and sick acknowledgment.
2.5.4 Call upon Hunting employees to come to the reception area to retrieve their visitor.
2.5.5 Ensure all incoming calls are answered and routed appropriately.
2.5.6 Take messages and/or forward calls as needed.
2.5.7 Handle all deliveries and mail distribution by notifying the intended recipient that package/mail has arrived in a timely manner.
2.5.8 Scan and upload all closed purchased order packets in D365.
2.5.9 Scan and upload all sales packets for daily invoicing in D365.
2.5.10 Scan and upload stock job packets into OnBase.
2.5.11 Input daily hours on payroll timesheet.
2.5.12 Input employee uniform charges on uniform spreadsheet.
2.5.13 Print schematics and drawings for sales.
2.1 Office Administration
2.1.1 Assistant to Office Manager.
2.1.2 Supports all departments in day-to-day activities.
2.1.3 Assist in managing office supply inventory.
2.1.4 Assist in organizing internal meetings and other company events. Order and pick up meals as needed for meetings and other company events.
2.2 Payroll
2.2.1 Balance and transfer daily time and attendance in D365.
2.2.2 Email daily labor hours to managers and supervisors.
2.3 Sales Order Processing
2.3.1 Enter sales order bookings daily in sales order log.
2.3.2 Enter sales order shipping daily in sales order log.
2.3.3 Enter invoice report daily in sales order log.
2.3.4 Enter sales orders processed for invoicing in sales order log.
2.3.5 Complete a cover sheet for AR to process sales orders.
2.3.6 Pick, pack and post sales orders for shipments daily.
2.4 Costing
In the absence of a Job Cost Analyst, the administrative assistant may be required to do the following:
2.4.1 Analyze the cost of each job in D365. Make the necessary adjustments as needed.
2.4.2 Gather internal cost information relating to specific work orders attached to sales orders, stock jobs and transfer orders including labor hours, material and inventory items related to the bill of materials.
2.4.3 Gather external cost information including purchase orders and freight cost.
2.4.4 Allocate miscellaneous cost including freight, royalties, and gauge rental.
2.4.5 Reconcile royalty spreadsheets with online databases for the licensee.
2.4.6 Analyze work order cost reports and sales order cost reports.
2.5 Receptionist
In the absence of a receptionist, the administrative assistant may be required to do the following:
2.5.1 Meet and greet incoming visitors.
2.5.2 Responsible for cleaning the reception area as needed.
2.5.3 Ensure that all visitors review Hunting’s HSE Orientation Policy and sick acknowledgment.
2.5.4 Call upon Hunting employees to come to the reception area to retrieve their visitor.
2.5.5 Ensure all incoming calls are answered and routed appropriately.
2.5.6 Take messages and/or forward calls as needed.
2.5.7 Handle all deliveries and mail distribution by notifying the intended recipient that package/mail has arrived in a timely manner.
2.5.8 Scan and upload all closed purchased order packets in D365.
2.5.9 Scan and upload all sales packets for daily invoicing in D365.
2.5.10 Scan and upload stock job packets into OnBase.
2.5.11 Input daily hours on payroll timesheet.
2.5.12 Input employee uniform charges on uniform spreadsheet.
2.5.13 Print schematics and drawings for sales.