What are the responsibilities and job description for the Administrative Assistant position at Metallurgical Engineering Services, Inc.?
The Administrative Assistant / Floater oversees and manages all office procedures and other tasks as assigned by the Business Manager.
Position Overview:
We are seeking a highly organized and proactive Administrative Assistant to support daily operations across two business office locations. This role functions as a floater between offices, ensuring continuity, efficiency, and seamless communication in a dynamic work environment.
The ideal candidate is detail-oriented, tech-savvy, and capable of managing multiple priorities while maintaining a high level of professionalism and confidentiality.
This role operates within a materials testing laboratory environment, supporting both administrative and lab-related coordination activities.
Office Operations & Coordination
- Support day-to-day operations across two office locations as needed (floater role)
- Provide administrative support within a materials testing laboratory environment, ensuring efficient coordination of office and lab-related activities
- Maintain office calendars, schedules, and workflows to ensure efficient operations
- Coordinate meetings, conferences, and internal events
- Monitor and maintain office supplies, equipment, and inventory, including supporting basic lab office needs
Client & Vendor Interaction
- Serve as a professional point of contact for clients, vendors, and visitors
- Manage incoming calls and route communications appropriately
- Prepare and respond to routine correspondence, emails, and inquiries
Administrative & Financial Support
- Assist with CRM activities, including creating quotes and managing follow-ups
- Generate invoices, reports, memos, and other business documents
- Support basic bookkeeping and purchasing tasks
- Handle incoming deliveries (UPS/FedEx) and distribute accordingly
Data & Document Management
- Perform accurate data entry and maintain organized records
- File, retrieve, and manage documents, reports, and company records
- Proofread documents to ensure accuracy, clarity, and professionalism
Team & Project Support
- Provide administrative support for team projects and initiatives
- Assist with planning company events, joint testing, and annual meetings
- Support general office maintenance and organization
- Take on additional duties as assigned by leadership
Required Skills & Competencies
- Strong organizational, multitasking, and time management skills
- Excellent written and verbal communication abilities
- High attention to detail and accuracy
- Ability to work both independently and collaboratively
- Problem-solving mindset with the ability to adapt in a fast-paced environment
- Professional judgment and discretion with confidential information
Technical Skills
- Proficiency in Microsoft Office (Word, Excel, and Outlook)
- Experience with CRM systems
- Comfortable using standard office equipment and technology
Minimum Qualifications
- Minimum of 2 years of administrative or office support experience
- Demonstrated experience in general office procedures and coordination
- Strong computer literacy and familiarity with office software tools
Work Environment
- This position requires flexibility to support and travel between two office locations as needed
- Ability to handle multiple priorities and meet deadlines under pressure
Job Type: Full-time
Pay: $40,000.00 - $50,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Ability to Commute:
- Richardson, TX 75081 (Required)
Ability to Relocate:
- Richardson, TX 75081: Relocate before starting work (Required)
Work Location: In person
Salary : $40,000 - $50,000