Administrative Assistant

Position Summary:

We are seeking a highly organized, proactive problem solver, and detail-oriented Administrative Assistant to assist overseeing daily operations, improve communication and processes, and create a productive work environment. This role is crucial as a team player to ensuring our schedule runs smoothly, our shop, warehouse team and office staff stays coordinated, and our clients receive the highest level of service.

As an Administrative Assistant, you will assist the General Manager in overseeing all daily operations and ensure the efficient functioning of the organization. Reporting to senior management, you will leverage your core administration skills and strong organizational abilities to drive business success. The associate we are looking for is efficient, should possess all the qualities of a good administrator and must be schedule and goal oriented.

Close attention to detail, clear and concise communication, creative problem solving, be willing to go the extra mile, along with a positive attitude are a must to provide the highest level of service to our customers.

Duties:

• Assist the General Manager in overseeing daily operations, including planning, organizing, staffing, managing and controlling the operations and operational efficiency of the service center.
• Calculate repair estimates on incoming estimate repair jobs; note repair versus replacement costs; and communicate service options to appropriate customer representatives.
• Assist in formal writing of repair work estimates and for various bid jobs.
• Obtain purchase order numbers form authorized customer representatives for estimated repair and/or replacement work and direct them to office support staff.
• Contact vendors to establish price and availability of replacement parts and/or repair items for estimate jobs only.
• Track and coordinate repair processes among department to ensure timely completion of jobs and customer satisfaction.
• Prepare reports requested by the General Manager accurately and in a timely manner
• Ensure that billing information is accurately processed and forwarded to the Corporate Office by the following day
• Manage office and warehouse supplies and vendor relationships.
• Maintenance of our inventory system with new products/inventory control
• Handle incoming and outgoing communication, including calls, emails, and correspondence.
• Maintain organized and up-to-date records, files, and databases.
• Assist with basic bookkeeping, expense tracking, and invoice processing.
• Assist adherence to safety standards and abide by standards of operation. Follow company guidelines
• Assist with new hire onboarding, training coordination, and HR documentation.
• Assist in Implementing process improvements to enhance efficiency and effectiveness.
• Perform any other duties as assigned

Key Competencies:

• Identify and implement process improvements to enhance office efficiency.
• Troubleshoot operational challenges and proactively find solutions.
• Ensure compliance with company policies and industry regulations.
• Organizational and planning
• Time management skills and the ability to prioritize work
• Data management
• Attention to detail and accuracy
• Adaptability
• Customer service orientation
• Communication skills-Verbal and Written
• Confidentiality

Preferred Experience and Qualifications

• Strong knowledge of office management systems procedures and basic bookkeeping and accounting principles.
• Excellent Communication Skills –You can professionally handle internal and external communication.
• Adaptable & Resourceful –Excellent time management and organizational skills, with ability to multitask and meet strict deadlines in a fast-paced environment.
• Knowledge of relevant software applications including MS Office Suite, Access and QuickBooks
• Excellent communication and interpersonal skills
• Detail-oriented with strong problem-solving skills
• Reliable with patience and professionalism

Note: This summary is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this position.

Candidates interested in this position should visit our website, learn about our company, and then submit a cover letter with their resume. Your cover letter should include why you think you would be a good fit for this role.

Electromechanex, LLC, located in Vineland, NJ, provider of solutions for electric motors and motor control systems, services a wide range of customers, such as municipal utilities, mining, printing, and manufacturing facilities, focusing on a comprehensive range of efficient and high technical quality products and services

Job Types: Full-time, Part-time

Pay: $22.00 - $35.00 per hour

Benefits:

• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift

Work Location: In person

Salary : $22 - $35