Office Administrator

Job Description           

Primary Responsibilities 

• Issue tooling quotes to customers by accurately translating written information from estimator into existing quote templates. Issue finished quote to customer and maintain quote files.
• Enter orders from customers into enterprise resource planning (ERP) system, create job number and issue job traveler. Issue PO’s to vendors when needed.
• Track job progress for key customers; Create job numbers, issue travelers, create packing slips, initiate invoicing, and enter data into relevant spreadsheets as needed.
• Match packing lists to purchase orders and enter invoices.
• Issue requests for quote to outside vendors.
• Manages the executive's schedule, meeting preparations, and follow-up tasks. Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.
• Schedule appointments and maintains and update executive’s daily calendar.
• Enter Payables into QuickBooks.
• Create quotes and maintain quote files.
• Screen all incoming phone calls, inquiries, visitors, and correspondence, and route accordingly.
• Conducts research and information gathering on behalf of the executive and prepares presentations, summaries, and reports.
• Utilize electronic and paper filing systems to maintain proper records of important information/document.
• Plan, organize and implement events, such as meetings, business luncheons, or client dinners.
• Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.
• Develops positive relationships at all levels of the organization.
• Provides multi-faceted administrative support.

Other Duties:  This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

Job Requirements     

Education 

• High School diploma 

Skills & Relevant Work Experience 

• 4+ years of experience in an administrative role
• Excellent written and verbal communication skills
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficient in Microsoft 365 (Word, PowerPoint, and Excel) and Adobe Acrobat
• Very strong interpersonal skills and the ability to build relationships with key stakeholders.
• Experience scheduling appointments and updating calendars.

Physical Requirements 

• Typically sits, grasps items, and performs keyboarding for regular operation of a computer. 
• Stand, walk, bend, reach or otherwise move about regularly. 
• Life, move, or otherwise transfer items up to 40lbs occasionally. 
• Exposure to typical manufacturing and office environment. 
• Exposure to extremes of heat in manufacturing area.

Key Competencies

• Commitment to EHS – The President must continually demonstrate an unequivocal commitment to the highest standards of health and safety for the workforce and be a leader in ensuring the company maintains its high levels of environmental performance.
• Unquestionable Integrity - Demonstrates the highest degree of integrity when engaging with associates, distributors, and stakeholders. Leads ethically by example and fosters a culture firmly grounded in the values of the organization.
• Collaborative Style – Engages stakeholders in problem solving and decision making. Is adept at bringing people together to tackle issues rather than dictate solutions. Has a collegial, inclusive working style and is professional and courteous. Builds strong relationships both internally and externally. Is both confident and humble.
• Communication Skills - Excellent verbal and written communication skills with the ability to effectively deliver and reinforce consistent messages at all levels. Excellent listening skills.

EOE M/F/D/V