Administrative Assistant

JOB TITLE: Administrative Assistant

JOB SUMMARY: Facilitates the efficient operation of the assigned department or region by performing various clerical and administrative tasks.

Responsibilities are but not limited to:

• May assist in training newly hired clerks and secretaries.
• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment.
• Maintains a system for recording expenses. Compiles and inputs facility-level expense data to support monthly profit and loss tracking.
• Enters and updates data in inventory and asset tracking systems to support accurate reporting and real-time status monitoring.
• Assists with receiving and documenting incoming inventory, tools, and materials; reconciles packing slips and delivery tickets with internal records.
• Helps maintain records of company-owned equipment and serialized assets to support field operations and minimize loss.
• Assists with generating operational reports for management, including labor hours, material usage, and job cost summaries.
• Collaborates with field supervisors and purchasing personnel to ensure timely documentation of inventory usage and job-related purchases.
• Tracks purchase orders and invoices related to administrative and operational expenses to support cost control and reconciliation efforts.
• Performs other related duties as assigned.

Education and Experience:

• High school diploma or equivalent required.
• Two to five years of experience in administrative role or comparable experience or education.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods of operating a motor vehicle.
• Must be able to lift up to 15 pounds at times.

• May be asked to travel to varying facilities based on company needs.
• Holidays/PTO
• Insurance
  • Health
  • Dental/Vision
  • Life (Basic and Voluntary)
  • Short- and Long-Term Disability
• 401K Retirement Plan