Administrative Assistant

Job Title: ADMINISTRATIVE ASSISTANT

Job Responsibilities: Performs a variety of secretarial duties. Responsible for coordinating and processing all aspects of customer quotes and orders. Maintains the system of order entry in the manufacturing software and creates and updates job routings as necessary. Advises the sales department concerning purchases of details and/or supplies from outside vendors that are needed to complete orders.

Accountability: Administrative Director

Typical Work Activities:

• Receives customer inquiries and requests for quotations, obtains historical data on parts requested if available and forwards information to the appropriate sales personnel.
• Determines stock quantities and availability for requested parts.
• Checks for completeness of quotation data and electronically submits quotes to customers.
• Receives incoming orders, checks information against the quotation for accuracy, prepares an order packet with the appropriate information and submits orders for necessary signatures.
• Upon approval of orders by appropriate personnel, enters the orders into the manufacturing system, initiates a job routing and forwards it to either the tool shop for tooling needs or to production to make requested parts.
• Determines the status of orders and submits faxes to customers.
• Places and tracks design orders.
• Obtains quotations for and submits information to the sales and purchasing departments relating to specific items needed from vendors to manufacture or complete the orders.
• Performs a variety of routine office functions including filing, the use of miscellaneous office equipment and the operation of personal computers equipped with standard office software and software designed for manufacturing applications.
• Maintains the tooling Log.
• Prepares monthly and quarterly tooling reports
• Assists the engineering department by making copies of blueprints needed for production, documenting and maintaining records of blueprint distribution.
• Provides relief for the Administrative Assistant II by answering phones during high volume periods or in his/her absence.
• Perform shipping functions as needed..
• Performs any other duties requested by the Administrative Director.
• Follows all requirements of the quality system.
• Serves on committees as requested.

Work Conditions:

Routinely works in an office environment but occasionally required to enter the production area to obtain information concerning orders or job routings.

Appropriate Safety Equipment:

• Protective eyewear required when entering production areas.

Educational, Experience and Skill Requirements:

High school degree or equivalent is required

• A general knowledge of personal computers using standard office software is required

Specific attributes are essential:

Pleasant personality, especially when dealing with customers

Professionalism

Communication skills

Organizational skills

Adaptability

Ability to operate normal office equipment

Ability to work independently and to use sound judgment

Candidates must be either U.S. citizens or Green Card holders due to ITAR.

Job Type: Full-time

Pay: $18.50 - $23.00 per hour

Education:

• High school or equivalent (Required)

Work Location: In person

Salary : $19 - $23