Administrative Assistant

The Administrative Assistant provides administrative support to all functional areas of the company through various duties, as assigned, and also serves as a backup to the Receptionist position, fulfilling applicable responsibilities and duties of that role when needed. The Administrative Assistant has the ability to multi-task, is competent in the use of computer applications, and can handle and direct calls, requests, and complaints in a calm, professional manner. The Administrative Assistant exemplifies the high standard of professional decorum for which the organization strives.

Organizational Relationships and Authority

The Administrative Assistant reports directly to the Director of Administration

Key Responsibilities

The primary responsibility of the Administrative Assistant is to provide the necessary administrative support in a professional manner. Specific responsibilities include:

• Inventory accounts payable entry.
• Sales order creation
• Maiintaining & updating files (Engineering, Admin etc.)
• Maintaining the GSM uniform program
• Assisting in human resource administrative processes
• Coordinating outside administrative vendoring services
• Assist various departments with special projects upon request, as well as regularly scheduled support to other departments as assigned.
• Assist with meeting and event planning and coordination.
• Run errands, using personal vehicle, if needed.

As a backup to the Receptionist position, the Administrative Assistant will perform the following duties when required:

• Answer 6-line telephone system, screening and forwarding calls, as backup to Receptionist as necessary.
• Provide company information, as requested, such as physical location (directions), employee information, as appropriate, and services that the company provides, as necessary.
• Greet customers and visitors in a welcoming, professional manner.
• Offer guests refreshments; escorting them to the appropriate waiting area and notify host that visitor has arrived.
• Sort and distribute incoming mail as needed.
• Gather and prepare outgoing mail as needed.
• Process company facsimile transmissions, and route incoming facsimiles appropriately.
• Maintain guest Visitor Log; issue guest name badges and safety glasses.
• Maintain orderly appearance of lobby and reception area, as needed.
• Cover other miscellaneous Receptionist duties as required including, but not limited to: scanning documents into ERP system, entering training information into ERP system, ordering supplies, and preparing label images to link into ERP system.

This position will also back up core HR Administrator and Sales Administrator functions as needed.

Qualifications and Competencies

To perform this job successfully, an individual must possess excellent interpersonal and communication skills, be able to produce coherent written documents that are free of spelling, punctuation and grammatical errors, maintain an optimistic and supportive attitude, and maintain the utmost professional demeanor and conduct as the front-line representative and first impression of the company. The individual will also maintain competency with the following programs and equipment:

• Office telephone system
• Microsoft Office (Word, Excel, PowerPoint)
• Microsoft Outlook
• Laptop or desktop computer

General Competencies

• Dependability: Follows procedures and responds to management direction: takes responsibility for own actions; keeps commitments; commits time necessary to reach goals; meets deadlines or notifies appropriate person with an alternate plan.
• Analytical Ability: Utilizes analytical skills to successfully diffuse or assign problems and works well with others to communicate and resolve situations.
• Attendance/Punctuality: Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments prepared and on time.
• Customer Relations: Manages difficult or emotional customer situations; good communication skills; responds promptly and effectively to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance in a friendly productive manner; meets commitments.
• Oral Communication: Speaks clearly and professionally in positive or negative situations; listens and gets clarification.
• Written Communication: Writes clearly; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret written information.

Education

Minimum high school diploma or GED, Associates degree in Business Administration or similar discipline preferred.

Experience

A minimum of one year of experience as an Administrative Assistant, or in an administrative role in an office environment.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Open office, reception area

Physical Demands

While performing the duties of this Job, the employee is regularly or occasionally required to meet the following physical demands:

• Able to speak clearly and understandably, with a pleasant tone of voice and manner
• Ability to hear within a range that enables normal telephone communication
• Able to see a computer screen within reasonable reading distance without strain
• Able to type at a keyboard without bodily or psychological discomfort most of the working day
• Ability to ambulate around the office environment and manufacturing floor comfortably in order to fulfill tasks required in various offices and departments

Salary/Wages and Benefits

Refer to corporate compensation schedule for this position.

Conditions of Hire

All employment with GSM, Inc., is at-will by the employer and employee and therefore subject to change. Any offer of employment is conditioned upon the successful completion of a drug screen and background check.

The Administrative Assistant supports all administrative functions of the organization as directed by the Director of Administration. This includes:

• Sales
• Engineering
• Reception
• HR