What are the responsibilities and job description for the Administrative Assistant position at J.M. Fabrication Company, LLC?
Job Title: Office Lead / Administrative Assistant
Location: Garland, TX
Reports To: Office Manager
Employment Type: Full-Time
Salary Range: Competitive, based on experience
Job Summary
We are looking for a dedicated and multifaceted Office Lead / Administrative Assistant to support the operation of our manufacturing facility. This role encompasses key responsibilities in bookkeeping, human resources, and interactions with customers and vendors. The successful candidate will be a professional communicator who excels in politeness, adaptability, and building rapport with individuals from diverse backgrounds and in various situations, ensuring positive experiences for all stakeholders.
Key Responsibilities
Bookkeeping Duties
- Maintain accurate financial records, including accounts payable/receivable, invoicing, and expense tracking.
- Assist with payroll processing, budget monitoring, and preparation of financial reports.
- Reconcile bank statements and manage petty cash.
- Utilize accounting software (e.g., QuickBooks) to ensure compliance with financial policies and procedures.
Human Resources Support
- Handle employee onboarding, including paperwork, orientation, and training coordination.
- Maintain personnel files, track attendance, and assist with benefits administration.
- Support recruitment efforts by posting job openings, screening resumes, and scheduling interviews.
- Promote a positive workplace culture through event planning and conflict resolution assistance.
Customer and Vendor Interactions
- Serve as the first point of contact for customer inquiries, providing order updates, resolving issues, and ensuring satisfaction.
- Coordinate with vendors on procurement, deliveries, and contract negotiations.
- Prepare and distribute correspondence, quotes, and shipping documentation.
- Foster strong relationships through professional and courteous communication.
General Administrative Tasks
- Manage office supplies, equipment, and facility maintenance requests.
- Answer phones, greet visitors, and handle incoming/outgoing mail.
- Organize meetings, prepare agendas, and take minutes.
- Provide ad-hoc support to manufacturing teams as needed, such as data entry or report generation.
- Other tasks as assigned.
Qualifications and Skills
- High school diploma or equivalent; Associate's degree in Business Administration, Accounting, or a related field preferred.
- 2 years of experience in an administrative role, ideally in manufacturing or a similar industrial setting.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting/HR software.
- Strong organizational skills with the ability to multitask in a dynamic environment.
- Excellent interpersonal skills, with a proven track record of politeness, professionalism, and adaptability to diverse personalities and challenging situations.
- Attention to detail, problem-solving abilities, and a commitment to confidentiality.
Physical Requirements and Work Environment
- Ability to sit or stand for extended periods and occasionally lift up to 20 pounds.
- Comfortable working in an office adjacent to a manufacturing floor, with occasional exposure to noise and production areas (safety gear provided).
What We Offer
- Competitive salary and benefits package, including health insurance, retirement plans, and paid time off.
- Opportunities for professional development and advancement.
- A collaborative team environment in a growing manufacturing company.