Administrative Assistant

Job Summary

We are seeking a reliable and detail-oriented Administrative Assistant to provide clerical, administrative, and data entry support for office and warehouse operations. This role supports accounting functions, shipping and receiving documentation, reporting, and general office administration. The ideal candidate is organized, adaptable, and comfortable handling multiple priorities while working closely with accounting staff and management.

Key Responsibilities

• Process and distribute incoming, outgoing, and interoffice mail
• Perform Accounts Payable and Accounts Receivable data entry and review
• Support material receiving and shipping documentation
• Provide general administrative support including answering phones, greeting visitors, filing, and document management
• Enter and maintain general ledger information
• Schedule and coordinate meetings, appointments, and events (including travel arrangements when needed)
• Assist management and staff with problem-solving, project planning, and special projects
• Process purchase orders and maintain records for designated departments
• Perform data entry and generate reports using Microsoft Office and internal systems
• Maintain office supply inventory and place orders as needed
• Coordinate shipping and receiving activities and provide dispatch support
• Assist sales staff with compiling and delivering customer reports
• Update daily position reports
• Submit weekly paperwork (invoices, purchase orders, inventory reports) to corporate accounting
• Assist with monthly operations and flux reporting
• Reconcile paperwork and reports during month-end close (may require overtime)
• Support company operational, financial, and environmental objectives
• Perform other duties as assigned

Qualifications

Education & Experience

• High School Diploma or GED required
• Minimum of 2 years of general office or administrative experience with bookkeeping exposure
• Associate degree from a 2-year college or technical school preferred

Knowledge, Skills & Abilities

• Strong record and document maintenance skills
• Knowledge of ordering supplies, inventory control, and basic accounting principles (GAAP)
• Ability to gather data, compile information, and generate reports
• Strong organizational, time management, and multitasking skills
• Effective written and verbal communication skills
• Ability to analyze problems and make sound administrative decisions
• Customer service and receptionist experience
• Ability to work independently and as part of a team
• Ability to meet deadlines and take initiative

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