Administrative Assistant

Job Description

The Administrative Assistant position encompasses a variety of roles, predominantly focusing on purchasing and logistics, as well as customer service, all centered around administrative tasks. Each task is executed with the utmost commitment to customer care and focus.

Responsibilities

• Create and send vendor purchase orders for both projects and aftermarket business.
• Receive and record vendor order acknowledgements, follow up as needed.
• Create and distribute internal inventory orders.
• Create and send customer order acknowledgements.
• Assist with the resolution of supplier issues.
• Create quotes for spare/wearing parts for simpler requests within defined parameters.
• Handle more customer calls when the sales group is traveling for increased customer visits.
• Order and prepare all shipping documents for domestic and international shipments accurately.
• Use an internal database to create transportation inquiries and orders.
• Receive and verify packing slips.
• Label incoming goods with appropriate identification for projects.
• Ensure project inventory is accurate.
• Prepare outgoing shipments to customers, including taking pictures of goods.
• Prepare shipping labels, delivery notes, and packing slips for outgoing shipments.
• Communicate with freight forwarders and coordinate changes with trucking companies as required.
• Notify customers of incoming shipment arrivals and verify product delivery to the customers.
• Ensure all packing slips, customs documents, and other shipping documents are processed correctly and saved in Autodesk VAULT.
• Communicate with Production/Sourcing and Project Managers regarding the status of orders.
• Create and print inventory lists, packing lists, and bills of lading to the electronic filing system.
• Save photos in the electronic filing system.
• Assist with entering supplier invoices into the voucher system.
• Assist with physical inventory count 1-2 times per year.
• Assist with documentation/filing for the Finance/Logistics/Administrative group.
• Assist with travel requests, planning, and reservations as needed.
• Answer incoming office phone calls, sort mail, order supplies, reserve company vehicles as needed.
• Assist with light shipping and receiving duties and/or parcel shipments (UPS).

Essential Skills

• Administrative support
• Data entry
• Microsoft Office proficiency
• Clerical skills
• Quoting and scanning
• Filing and documentation
• Inventory management
• Logistics administration
• Excellent communication skills
• Excellent MS Office / O365 skills

Additional Skills & Qualifications

• Associate degree or higher in related field
• 2-3 years of experience in purchasing, logistics, or supply chain preferred
• Accurate data entry and attention to detail
• Organizational skills and document control
• Ability to multitask in a fast-paced environment
• Ability to work as part of a team yet be self-directed
• Professional management of diverse tasks

Work Environment

We offer an excellent benefits package, modern workspace, as well as, an engaged and supportive team environment and international experience through collaboration with our other business units. Our office hours are weekdays from 7:30 am – 4:30 pm. The benefits include Health, Vision, Dental, Short Term Disability, Long Term Disability, and Life Insurance, 401k including up to 6% match, Vacation and Sick Time, Growth and development opportunities, Tuition Reimbursement, 10 Paid Holidays, Summer Hours, Flexibility with Work/Life Balance, and a Relaxed Dress Code.