Administrative Assistant

Description

This role plays a key role in maintaining an organized, efficient office at Tri-State Coating & Machine through administrative support to employees and local leadership. Handle a variety of responsibilities, from organizing records and coordinating meetings to welcoming visitors, arranging on-site meals and events, supporting employee communications, and managing routine business paperwork.

Located in Salt Rock, WV (approximately 12 miles from Barboursville and 25 miles from Huntington), this is a hands-on role with varied responsibilities in a busy industrial environment where priorities can change suddenly throughout the day. Organization, attention to detail, and the initiative to step in where needed are all critical.

About Tri-State & Tencarva

Tri-State Coating & Machine  specializes in thermal hard coatings, precision machining, CNC automation, and industrial component and rotating equipment repair. Our state-of-the-art facility operates under ISO 9001:2015 certification, delivering quality workmanship, efficient turnaround times, and dependable service.

Tri-State is part of Tencarva Machinery Company, a distributor, authorized service center, and engineering and design partner for flow control systems and process equipment solutions. Founded in 1978, Tencarva operates across the Southeast, Mid-South, Midwest, and Mid-Atlantic regions, combining the expertise of local businesses with the resources of a larger organization.

Together, our businesses serve more than 18,000 active customers across water and wastewater, industrial manufacturing, chemical processing, pulp and paper, power generation, oil and gas, mining and metals, food and beverage, and other essential industries. Our service offerings span applications engineering, system design, equipment fabrication, automation and controls, equipment repair and remanufacturing, and thermal hard coatings.

What You'll Be Responsible For

Keep the Office Running

• Answer incoming calls, greet visitors, direct inquiries, and serve as a helpful point of contact for employees, customers, and vendors.
• Scan, organize, rename, file, and maintain electronic and paper documents so information is accurate and easy to locate.
• Manage routine correspondence, mail, office supplies, and online ordering.
• Handle everyday administrative requests and help maintain an organized, efficient office.

Support Employees & Local Leadership

• Serve as a local administrative connection between shop employees and Tencarva's centralized HR team.
• Help employees schedule conversations with HR, access virtual meetings, and connect with the appropriate corporate resources.
• Print, distribute, and post company communications, employee notices, and HR-provided materials throughout the facility.
• Assist with local onboarding, offboarding, and benefits enrollment logistics, including coordinating appointments, paperwork distribution, and access to company resources.
• Provide calendar, scheduling, meeting, and occasional travel coordination support to local leadership.
• Coordinate meeting logistics, welcome visiting customers and company guests, and help organize occasional on-site meals, employee gatherings, and other company events.

Assist with Purchasing & Business Administration

• Learn and use Tencarva's ERP and other business systems to enter purchase orders, update information, and complete routine administrative transactions.
• Assist with purchasing documentation, online orders, and related recordkeeping.
• Coordinate with Tencarva's centralized Finance and shared-services teams on routine invoice, purchasing, or AP/AR-related documentation and follow-up as needed.
• Help ensure information is entered accurately, paperwork is organized, and requests reach the appropriate people.

Be a Reliable Resource for the Team

• Respond to day-to-day requests from local leadership, employees, and other departments.
• Communicate clearly, stay organized, and follow through on tasks without needing constant direction.
• Adapt to changing priorities and pitch in where administrative support is needed.

Why Join Tri-State & Tencarva?

• Day shift, Monday–Friday schedule
• Annual incentive program
• Profit Sharing (via 401k)
• Earn up to 120 hours (3 weeks) of PTO per year - plus 10 paid holidays
• Stable, established organization with 38 locations across 17 states
• Long-term employment philosophy with no history of layoffs
• Big-company resources with a local-shop feel

Benefits include medical, dental, vision, life insurance, paid time off, and 10 paid holidays.

Requirements

What We're Looking For

The right person is dependable, approachable, organized, and comfortable handling the everyday responsibilities that keep an office running. You don't need to know everything on day one, but you should be confident using a computer, willing to learn, and comfortable helping people with a wide variety of requests.

Required Qualifications

• Previous experience in an administrative assistant, office assistant, receptionist, clerical, or similar support role.
• Comfortable using computers for everyday tasks, including email, internet searches, online ordering, scanning, file organization, and data entry.
• Working knowledge of Microsoft Office applications, including Outlook, Word, and Excel.
• Strong organizational skills, attention to detail, and the ability to manage multiple requests.
• Clear communication skills and a helpful, professional approach when working with employees, managers, customers, and vendors.
• Ability to work independently, follow instructions, learn new systems, and maintain accurate records.
• High school diploma or equivalent.

Preferred Qualifications

• Administrative experience in manufacturing, machining, industrial services, distribution, construction, or another hands-on business environment.
• Familiarity with ERP or business management systems.
• Experience entering purchase orders, processing invoices, or maintaining purchasing records.
• Exposure to accounts payable, accounts receivable, or related office accounting activities.
• Experience coordinating meetings, travel arrangements, or routine employee administrative activities.

What Success Looks Like

• The office stays organized, supplies are available, and everyday administrative tasks are handled accurately and on time.
• Employees know they can count on you for help connecting with HR, accessing company resources, and receiving important communications.
• Local leaders receive dependable support with meetings, schedules, travel, and administrative requests.
• Purchasing records, electronic files, and routine business documentation are accurate and easy to locate.
• Visitors, customers, and company guests are welcomed, and meetings and occasional on-site events are well coordinated.
• You become a trusted, approachable resource who helps the team stay focused on running the business.

Key Skills

Administrative Assistant, Office Administration, Office Assistant, Receptionist, Clerical Support, Front Office Support, Microsoft Office, Microsoft Outlook, Microsoft Word, Microsoft Excel, Data Entry, Document Management, Electronic Filing, Document Scanning, Records Management, Office Organization, Office Supplies, Calendar Management, Meeting Coordination, Event Coordination, Travel Arrangements, Visitor Reception, Employee Communications, Onboarding Coordination, Offboarding Coordination, HR Administrative Support, Purchase Orders, Purchasing Administration, ERP Systems, Invoice Processing, Accounts Payable Support, Accounts Receivable Support, Customer Service, Vendor Communication, Manufacturing Administration, Industrial Office Support, Time Management, Attention to Detail

The duties, responsibilities, and activities described above are not exhaustive and may be subject to change. Additionally, please note that the job title for this posting is designed to be descriptive and may not reflect the official title used internally for job classification purposes.

Tencarva Machinery Company, LLC, is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.