Administration Assistant

Essential Duties and Responsibilities:

Manage multi-line phone system, answer inquiries, and convey messages

Receive, answer, and forward emails and written correspondence

Receive and Assist customers, vendors, service providers, and inspectors

Provide excellent customer service

Assist with scheduling appointments

Prepare Reports as needed and requested

Sorting, filing, and storage as directed

Payroll Data Entry --- Timecard Entry, Vacation / Sick-Time Entry, etc.

                With a knowledge of payroll management systems / services

Order Entry / Filing / Processing

                Verify information (Sales Taxes, etc.) and create job files

                Create new customer files / profiles

                Receive and process payments for customers

                Create and distribute Pack Lists / Shipping Documents as needed

Assist with Purchasing --- Office, maintenance, and shop supplies, etc.

Purchase Order Receiving from supplier Pack Lists

                Match to PO in system, Posting, and Match to Invoices when received

Balance Vendor Statements

Assist with Processing Payments via check, credit card, and EFT

Manage Employee Files and Documentation

                Assist with hiring, onboarding, and employee records

                Handle basic HR compliance paperwork

Assist with Billing and Collections

Support of management with administrative tasks

Other duties as assigned

Qualifications / Requirements:

High School Diploma, GED, or equivalent

Bilingual preferred (English / Spanish)

Minimum 2 to 3 years administrative experience preferred

Ability to communicate with employees, peers, subordinates, management, customers, outside agencies, etc. in an efficient and professional manner – both verbal and written

Must be familiar with Microsoft Office, Outlook, Excel, and Word

Operating knowledge of basic office equipment:

                Computers, telephones, copiers, scanners, fax machines, inter-com, etc.

Regular and predicable attendance is required

Occasional overtime may be required

Trustworthy and dependable

Positive and professional attitude with a strong work ethic

Comfortable performing multifaceted projects in conjunction with day-to-day activities

Resourceful, well organized, highly dependable, efficient, and detail oriented

Physical Demands:

Frequently required to use hands to finger, handle, or feel

Reach with hands and arms

Talk and listed

Stand, walk, and sit

Occasionally required to bend at the waist

Lift and/or move up to 25 pounds

Work Environment:

Office environment with moderate noise

Some exposure to plant environment with loud noise, moving machinery, dust, dirt, etc.

Some exposure to outdoor weather conditions

Wearing of mandatory and/or other appropriate personal protective equipment (PPE)