Administrative Assistant

Solu is seeking an Administrative Assistant to support our client’s team. This role provides administrative support to the department supervisor or other management personnel across Sales & Marketing, Field Service, and Shipping & Receiving functions. Responsibilities include general typing, filing, recordkeeping, and other clerical tasks, as well as taking and placing telephone calls, compiling information, and preparing reports.

Responsibilities

• Coordinate trade show preparation: travel, booth and equipment rental, etc.
• Prepare various visa applications for international travel for Management and Field Service Personnel.
• Read/respond to and route paper and electronic correspondence (mail, e-mail, website inquiries, and faxes).
• Assign quote-project numbers.
• Assemble project files: PMS, cost estimate/reconciliation, customer PO, order acknowledgement, quote, invoicing/shipping advice, testing/inspection results, vendor info, correspondence.
• Assign C# for Field Service correspondence, daily work log, and billing.
• Assemble information packages for Field Service Personnel consisting of CD/paper blueprints for field service projects.
• Review, revise, and distribute Field Service Reports to appropriate internal/external contacts.
• Ship/receive incoming and outgoing machine parts.
• Pull closed supporting pack list data from customer service files and route to accounting for billing.
• Compose general correspondence, notices, memos, etc., from verbal and written instruction.
• Type correspondence, reports, forms, and maintain these records.
• Answer telephone calls, provide information to callers, or route calls to appropriate personnel.
• Proficiently relieve department of clerical work and minor administrative and business detail.
• Assemble and update product manuals.
• Sort and distribute mail.
• Organize library and periodical material.

Qualifications

• High school diploma.
• Two to three years of experience in a related field.
• Proficient in Microsoft Office: Word, Excel, and PowerPoint.
• Average typing ability.
• Professional level of oral and written communication.
• Ability to work under minimal supervision and be a self-starter.