Administrative Assistant

Job Description

Job Description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

JOB TITLE: Administrative Assistant

REPORTS TO: Office Manager

Position Summary:
The Administrative Assistant plays a key role in supporting all departments by performing a wide range of administrative, clerical, and office coordination tasks. This position is vital to maintaining efficient operations, ensuring accurate documentation, and supporting internal communications and processes across the organization.

Key Responsibilities:
Front Desk & Office Support:

• Greet and direct visitors, answer inquiries, and maintain a welcoming environment.
• Answer, screen, and redirect phone calls; take messages as needed.
• Receive deliveries; sort and distribute incoming mail.
• Maintain and order office supplies.
• Run company errands as needed.

Administrative & Clerical Duties:

• Maintain electronic and hard copy filing systems in a confidential manner.
• Perform data entry, scanning, mailing, copying, and faxing.
• Schedule appointments, meetings, and travel arrangements.
• Maintain contact lists and update office policies and procedures.
• Assist with document preparation including letters, memos, reports, quotes, proposals, and emails.

Accounting & Financial Support:

• Open and date-stamp incoming invoices; route to appropriate departments for approval.
• Verify receipt of goods and enter invoices into the accounting system (Accounts Payable).
• Support Accounts Receivable tasks and perform check deposits.
• Knowledge of Sage/Peachtree is a plus.

Human Resources Support:

• Lead recruitment and onboarding activities including job postings and new hire orientations.
• Coordinate employee evaluations and performance tracking.
• Maintain vacation calendar and assist with compensation and incentive plan administration.
• Track employee training and development activities.
• Stay current on employment laws and HR regulations; advise management as needed.
• Enter and update employee records.

Inventory & Job Tracking Support:

• Write POs and update stock lists when needed.
• Assist with job entry and tracking using DST Trimmer log (jobs, parts, etc.).
• Retrieve images from inspection cameras as needed.

Qualifications:

• Proven experience in administrative support roles.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Word, Excel, and ERP systems.
• Working knowledge of accounting functions (AP/AR) is required.
• Experience with Sage/Peachtree is a plus.
• Strong communication and interpersonal skills.

Benefits
401K, Health Insurance, Dental, Long Term Disability, Paid Time Off (PTO) and Optional Supplemental Insurance.

Please feel free to contact us via phone or email if you are interested in this new position
(517-655-5481)
Email: [email protected]