What are the responsibilities and job description for the Administrative Assistant position at Switchgear Power Systems?
The Administrative Assistant plays a key role in supporting the day-to-day operations of the office by serving as the first point of contact for incoming communication, maintaining organized records, and providing general support across all departments. This position ensures administrative processes run smoothly to enable a productive and efficient workplace.
Front Desk & Communication
Required
Occasional
While performing the duties of this job, the employee is frequently required to stand; use hands to handle, or feel objects, tools, or controls; talk and hear. The employee regularly is required to walk and reach with hands. The employee is frequently required to sit and rarely required to climb or balance; and stoop, kneel, crouch, or crawl. Employee uses computer keyboards often. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. Employee views computer monitor often.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The employee is rarely exposed to airborne particles or chemical agents. The noise level in the work environment is usually low to moderate.
Switchgear Power Systems is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.
Front Desk & Communication
- Answer all incoming calls as the primary phone contact to ensure prompt and professional communication with clients and vendors
- Greet and direct visitors to create a welcoming environment and ensure they reach the correct personnel efficiently
- Create and distribute monthly company newsletters to keep employees informed and promote internal communication
- Retrieve all incoming mail and distribute to appropriate departments
- Monitor and manage office supply inventory levels
- Assist HR and Accounting departments with various duties
- File packing slips, sales orders, and additional related documents to maintain accurate and organized records for easy retrieval
- Enter data into systems to support accurate tracking of business operations and administrative efficiency
- Scan mailed bills to Accounts Payable to support timely processing and payment of invoices
- Prepare, sort, and file Accounts Payable checks to ensure timely vendor payments and accurate recordkeeping
- Create job packets for the fabrication department to support clear communication of job specifications and efficient workflow
- Organize care packages for new hires and employee anniversaries to support employee engagement
- Assist with the monthly Work-in-Progress (WIP) report to help track job progress and support production planning
Required
- Knowledge of proper office procedures and ability to use office equipment
- Strong organizational skills with attention to detail
- Strong verbal, written, and interpersonal communication skills
- Excellent customer service skills
- Demonstrates confidentiality, ethical judgment, and professional behavior regarding company and employee information
- Strong problem-solving skills
- Advanced Microsoft Office skills, including Outlook, Teams, Word, Excel, and PowerPoint
- Ability to manage multiple tasks and meet deadlines
Occasional
While performing the duties of this job, the employee is frequently required to stand; use hands to handle, or feel objects, tools, or controls; talk and hear. The employee regularly is required to walk and reach with hands. The employee is frequently required to sit and rarely required to climb or balance; and stoop, kneel, crouch, or crawl. Employee uses computer keyboards often. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. Employee views computer monitor often.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The employee is rarely exposed to airborne particles or chemical agents. The noise level in the work environment is usually low to moderate.
Switchgear Power Systems is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.