Administrative Assistant

Commercial Administrative Assistant

 

 

Position Overview

The Commercial Administrative Assistant fulfills the receptionist role and responds to a diverse group of important external callers, visitors and internal contacts at all levels of the organization. The position also supports the manufacturing department by providing administrative assistance to the Vice President. The Commercial Administrative Assistant operates a multi-line switchboard and performs general office support functions. This role requires strong organization, attention to detail, discretion, and the ability to handle confidential and sensitive company and employee information. The position plays an important role in supporting effective communication and the smooth operation of manufacturing activities.

 

Division: Commercial

Department: Heavy Commercial Production Support

Reports to: Vice President

Job Type: Full-Time

FLSA: Non-Exempt

Date: 9/04/2026

 

Duties and Responsibilities

• Answer incoming telephone calls on a multi-line phone system, determine purpose of the call and forward to appropriate personnel or department. Take and deliver messages when necessary
• Complete an initial review of employee applications for employment eligibility
• Support production recruitment needs by facilitating the sourcing, scheduling, and coordinating interview process for identified positions
• Take new hire photos
• Perform clerical duties for the human resources department
• Process daily outgoing mail and deliver to post office in a timely manner
• Prepare and update production spreadsheets, charts, and reports
• Perform data entry and analysis of the manufacturing processes and performance metrics
• Prepare meeting agendas, create presentations, distribute reports and other documentation for the Vice President
• Coordinate office events and functions
• Assist in sending out bulk company mailings
• Maintain organized and up-to-date records, files, and manufacturing related documents
• Weekly upkeep each of the department communication boards on the production floor
• Support Quaker's Open Book Management initiative, gather financial data and present during weekly staff huddles
• Order office supplies and equipment
• Prompt and regular attendance at an assigned work location.
• Interact and communicate with employees and customers in an appropriate manner.
• Availability on site to confer with staff members with whom the employee must interact on a regular basis.
• Communicate via email, prepare reports and work schedules.
• Review and analyze data and information concerning department performance metrics
• Complete assigned tasks/projects in a timely manner.

Supervisory Responsibility

No direct management or supervisory responsibilities.

 

Safety

Observe safety and security policies and procedures, including proper use of Personal Protective Equipment including but not limited to eye and toe protection; report potentially unsafe conditions; and use equipment and materials properly.

 

Travel

No travel is required.

 

Qualifications

An individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Proficient with Microsoft Office software: Excel, Word, Outlook

 

Preferred Education and Experience

The expectation is that the individual has achieved a minimum level of education and/or related expertise to qualify for this position.

• High school diploma or a passed General Education Development test preferred
• Experience as an Administrative Assistant preferred
• Manufacturing experience preferred

 

Competencies and Skills

• Communication Proficiency & Listening
• Discretion and Confidentiality
• Organization
• Multitasking
• Attention to Detail
• Public Speaking
• Accuracy

 

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday during normal business hours. Occasional evening and weekend work may be required as job duties demand.

 

Physical Demands

The demands and environmental characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is primarily an office job and largely a sedentary role with frequent sitting. The position requires the ability to climb stairs, lift files, open filing cabinets, bend or stand as necessary. The employee is occasionally required to climb or balance; and stoop, kneel, crouch or crawl. The employee may also occasionally be required to lift and/or move up to 25 pounds. Vision abilities required by this job may include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

It is an essential job function and safety rule, applicable to every employee working in a safety sensitive classified position, to be able to work in a constant state of alertness and in a safe manner.

Work Environment

Although the employee will primarily be in an office setting, while performing the duties of this job, the employee may need to visit the factory and be exposed to climactic variations, various levels of vibration, and moving mechanical parts. The noise level in the office is usually low, but hearing protection may be advisable or required for prolonged visits to certain parts of the factory.

 

Other Duties and Responsibilities

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required of the employee for this job. Duties, responsibilities and activities may change at the discretion of management at any time.

 

Equal Employment Opportunity Statement

Quaker is an equal opportunity employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Quaker will be based on merit, qualifications, abilities, and Quaker's needs and resources. Quaker does not discriminate in any employment opportunities or practices on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity or expression), national origin, ancestry, age, disability, genetic information, military status, or any other category protected by law.