Every position in this company has the responsibility of customer satisfaction and will do what needs to be done to get the highest quality product to the customer. The Administrative Assistant position involves recep-tionist duties such as answering phones and greeting guests as well as processes documentation for customer orders, quality control, and accounting. Works with Sales, Production, and Quality Control to maintain a smooth flow of work in the shop by providing accurate documentation. The position also communicates with customers and freight companies. This position reports to the Operations Manager. Hours are Monday through Friday, 8 am to 5 pm (unless needed for freight truck pickups).
Duties:
Answers the phone, directs calls to appropriate personnel, and/or takes messages.
Greets visitors and notifies appropriate personnel. Handles shipping documents by obtaining signa-tures or signing for deliveries.
Compiles new customer information and verifies credit
Takes customer orders by phone or from the Project Manager
Confirms customer material received per customer delivery ticket
Generates work order packets using customer purchase orders and information provided.
Confirms time required for completion & due date. Due dates will be given by the Project Manager.
Work with the Project Manager on scheduling.
Notify customer when orders are ready to ship or pick up.
Schedule trucks as needed (customer trucks, vendor trucks or communicate with logistics companies)
Orders supplies as needed or when directed by management staff.
Pull Time and payroll data for payroll processing services.
Work with Inspection Dept. to produce required reports
Scan and file coating reports on network with emails.
Tracks data for environmental compliance.
File quotes / coating specs / invoices / work orders
The Administrative Assistant can do additional duties at the request of others when time is available.
The Administrative Assistant should attempt to learn the duties of others to expand his or her knowledge of the company.
Skills & Requirements for this position:
Work overtime as needed
High School Diploma or GED required
Ability to read engineering drawings
Computer literate – email, data entry into accounting software, MS Office, scanning/printing doc-uments
Good customer service
Detail-oriented
Able to multi-task
Organized
Drive a forklift or learn how
Work Environment:
Work performed in a combination of shop and office environments.
Exposed to shop elements such as noise, dust, odors, fumes, oils.